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Cash book

This module is about cash that moves outside invoices. A customer paying an invoice is a customer payment. But money handed out for a business trip, paid for office water, or the till takings brought in from a POS — that is the cash book.

The whole module rests on one reference. An income/expense item is the corresponding account: picking the item "Rent" actually says "Cr 311 / Dr 91". So setting up the items is setting up the module.

Video walkthrough: Cash and bank in ERPJS step by step — cash out, cash in, the cash book and a cash forecast.

The route: how cash passes through the till

Cash in  → Dr payment method account / Cr item account
Cash out → Dr item account / Cr payment method account
                          ↓
                 Cash book and journals
  1. The payment method says WHERE the money came from or went to: till, bank, card account. That is the left-hand half of the posting.
  2. The income/expense item says WHAT FOR. That is the right-hand half.
  3. Cash in and cash out are the documents themselves. Each has a matrix: a line is an item plus an amount, so one document can spread money across several items and produce as many pairs of postings.
  4. Reports put it back together: the cash book by operation records shows the balance and movements of every till from the postings, so customer payments and retail sales are included too; the journals show the cash documents for a period, filtered by item if needed; and items of income/expense is a printed list of the items with each one's account.

What is worth understanding

The till is not the only place for cash. Cash can also arrive through POS or as a customer payment with a cash payment method. The cash book is for movements no invoice matches: household costs, advances to staff, banking of takings.

Objects work here too. A line carries objects — department, project, vehicle. Without them costs merge into "general", and "how much does running this van cost" has no answer.

Wage payouts come from the payroll calculation. A cash-out document can be created by a payroll calculation — then items and accounts come from the payroll setting rather than being picked by hand.

Posting can be switched off. Records from Subsystems has separate switches for cash in and cash out. Switch one off and the document will be approved while nothing appears in the books; that saves data migrations and ruins day-to-day work.

Where to start in a new database

  1. Payment Methods — till, bank, card; each with its own financial account.
  2. Income/expense items — as many as your reporting needs: rent, telecoms, staff advances, banking. Each with an account.
  3. Objects — if you need analysis by department.
  4. The first document — and the cash book is running.

Common tasks

You need Where to go
print the cash book for a period Cash Book by Operation Records
review all receipts for a month Cash In Journal
review all payments for a month Cash Out Journal
see how much went through an item Cash Out Journal or Cash In Journal filtered by the item
see every item's account in one list Items of Income/Expense
find out whether there will be enough money over the coming weeks Payment calendar · How to plan payments
hand out money against an expense claim Cash out with the advance item, then an advance report
bring in the takings from a shop Cash in
load documents in bulk XLSX import

Everything in the module

Documents: cash in · cash out

References: income/expense items

Settings: payment methods

Reports: cash book by operation records · cash in journal · cash out journal · items of income/expense

Cash planning: payment calendar · planned payments · expected payment dates

Maintenance: XLSX import · XLSX export

Where to look next

  • Expenses — staff advances and personnel payments.
  • Nominal ledger — where the cash postings land.
  • POS — the other till, with receipts and shifts.