Cash review

Cash review is where the office says what till cash was for. A cashier records cash that went into or out of the drawer without saying exactly why. The amount waits in Pending POS Cash. Here you choose a purpose, such as an expense or a payment to a supplier, and the app moves the amount from Pending POS Cash to that purpose. Sorting never moves the drawer’s cash a second time.

Where

Banking & cash › Daily › Cash review

Number

Each movement keeps the number it got at the till, starting PCASH-. A sorting gets a number starting PCC-

Posts to

Pending POS Cash (cleared), and the account that fits the purpose: an expense category, a bank or cash account, Staff Advances, Accounts Payable, or an owner or loan account

Who

Managers and admins sort and undo. Only admins cancel a movement

What it’s for

Cashiers record cash movements at the till. The steps are on the page Cash in and out, where each one is called a cash entry. This screen calls each one a movement. This page covers the office side only.

• Sort each cash movement: say what the cash was for.
• Undo a sorting that was wrong, and sort again.
• Cancel a movement that a cashier entered by mistake, on the day it was made. Only admins can do this.
• Find a movement by its number, reference, reason or cashier, and see what became of it.

Until a movement is sorted, its cash is in no expense, no VAT claim and no paid bill. A banner on the other back-office screens counts the movements that wait. Press Sort cash on the banner to open this screen.

Note

Sorting says what the cash was for. It does not move cash. The drawer’s cash changed when the cashier saved the movement at the till.

Which purpose to choose

What happened	Choose
The cashier bought something small and there is no VAT receipt to claim	Expense (paid now), no VAT claim
The cashier bought something and kept a VAT receipt that is not entered yet	Expense (paid now) with a VAT receipt
The cash paid a supplier bill that is already entered as an expense bill	Pay an expense bill
The cash paid a supplier’s stock invoice that is already entered as a credit purchase	Pay a stock purchase
The owner took money, put money in, or lent or repaid a loan	Owner withdrawal or loan repayment (cash out) or Owner contribution or loan received (cash in)
The cash went to, or came from, a bank account or another cash account	Taken to another cash or bank account (cash out) or Brought from another cash or bank account (cash in)
The cash was an advance to an employee, or an employee gave money back	Advance given to an employee (cash out) or Employee returned money (cash in)

Cash in can only be owner money, a transfer or money an employee returned. A customer’s payment, advance or refund is recorded on its own screen, not here. See Payments received.

Fields

On the screen, a star after a field name marks a required field. This page leaves the star out.

The list

Open Banking & cash › Daily › Cash review. The list shows 10 movements a page. You can choose 10, 25 or 50. The newest movements come first. Under the title the app counts the movements and shows Pending cash in and Pending cash out for the movements in the list.

Field	What it means	What it changes
Show	Pending review (the starting choice), Classified, Cancelled or All movements	Lists only that kind of movement
Search cash movements	A number, reference, reason or cashier name, up to 120 characters. It applies after a short pause, or at once when you press Enter	Lists only the movements that match. Clear search appears when nothing matches
Refresh	Reads the list again	Nothing is posted

Column	What it shows
Movement	The movement number. Press it to open the movement
Date	The day the cashier saved the movement
Cashier	Who saved it
Reason	The cashier’s reason, and the reference after a dot when there is one. A movement with no reason shows No reason given
Direction	Cash in or Cash out
Amount	The cash that moved
Status	Pending review, Classified or Cancelled

The page remembers your Show choice, your search and your page. When you open a movement and press Back to cash review, you land on the same rows.

The movement page

The top shows the direction, amount, date and cashier. Then you see the cashier’s Reason, the Reference if there is one, and the Status. A line says: “Cash movement already recorded. Classifying it says what the cash was for; it never moves cash again.”

• Classification history lists every sorting of this movement with its number, date, purpose and note. It says Current classification or “Undone on ‹date›: ‹reason›”. Links open the expense bill or stock purchase that the cash paid.
• A pending movement shows the form What was this cash for?
• Every movement has a Correct this movement part, or Cancelled movement once it was cancelled.

The form “What was this cash for?”

Field	What it means	What it changes
Purpose	What the cash was for. Cash out starts on Expense (paid now), no VAT claim. Cash in starts on Owner contribution or loan received	Which fields appear below, and where the amount lands
Classification date	The day the sorting counts from. It cannot be before the movement date or after today	The date of the sorting entry, and of any payment it makes
Note (optional)	Up to 500 characters	Kept on the sorting entry. No accounting effect

Each purpose adds its own fields.

Purpose	Extra fields
Expense (paid now), no VAT claim	Expense category. Pick an existing category. If your role may create categories, you can add one from the same box
Expense (paid now) with a VAT receipt	Supplier, Supplier invoice / receipt number, Receipt date, the expense lines (Description, Category, Amount, Tax, Incl. tax, Claim VAT back), Supplier invoice total (incl. VAT) and VAT as per supplier invoice. The totals box shows Net before VAT, VAT, Expense amount, VAT claimed back and Already paid at the till
Pay an expense bill	Find supplier or bill, then pick one unpaid expense bill
Pay a stock purchase	Find supplier or bill, then pick one unpaid credit stock purchase
Owner withdrawal or loan repayment and Owner contribution or loan received	What was the owner money? with two choices, then Owner account
Taken to another cash or bank account and Brought from another cash or bank account	The account, with the hint “The account it went to.” or “The account the cash came from.”
Advance given to an employee	The employee, and Monthly repayment (optional)
Employee returned money	The employee. You see how much the employee still owes

Details that matter:

• Expense with a VAT receipt is for a receipt that is not entered yet. The receipt total, including VAT, must equal the cash amount. The receipt date cannot be after the classification date. A company setting decides whether VAT can be claimed back. The purpose is greyed out if its setup could not be loaded; press Try again.
• Pay an expense bill and Pay a stock purchase apply the whole cash amount. Each bill shows as “‹supplier› · ‹invoice number› · AED ‹amount› due”. A bill with less due than the cash is greyed out and says “Balance is less than this cash out. Choose another bill.” Use Previous bills and Next bills to page through.
• Owner money offers these choices. Cash in: Owner put money in, or Loan from the owner. Cash out: Owner took money for personal use, or Loan repaid to the owner. Each choice picks its account for you. You can pick another liability account, or create a loan account if your role may.
• Taken to and Brought from list your bank, Cash on Hand, Petty Cash and other cash accounts. The drawer of this movement is not offered. A drawer that is open at a till is refused.
• Advance given to an employee lists active employees only. Employee returned money also lists employees who have left, marked “(left)”. Each name shows what the employee owes, such as “owes AED 120.00”.
• Monthly repayment (optional) is how much each pay run takes back from the employee’s salary. If you leave it empty, an existing repayment stays as it is. If the employee has none, the whole amount comes off the next salary. The box shows which of the two applies.

Buttons

Button	When you see it	What happens	Accounts
Review	The form, before saving	Checks the fields and shows a summary of what saving will do	No change
Back to edit	The summary	Returns to the fields	No change
Save classification	The summary	Sorts the movement. Pressing it twice cannot sort it twice	Posts
Undo classification	A classified movement	Opens a form with Date and Reason. Press Review, then Undo classification again. Cancel closes the form	Posts opposite
Cancel cash movement	A pending movement, admins only	Opens a form with Date and Reason. Press Review, then Cancel cash movement again. Keep movement closes the form	Posts opposite
Open expense bill, Open stock purchase	The classification history	Opens the bill or purchase that the cash paid	No change
Back to cash review	The movement page	Returns to the list	No change
Check status	After a lost connection	Asks the app what became of the last change	No change
Reload	A notice that the movement changed	Reads the movement again	No change

Statuses you will see: Pending review, Classified and Cancelled. The summary before saving reads, for example: “Save ‹number› as an expense in ‹category›”. It then says what happens, from which date, and that the drawer’s cash does not change.

After a change is saved you see one of these:

Change	What you see
Sorted	‹number› classified. Cash in the drawer is unchanged.
Undone	‹number› classification undone. It is waiting for review again.
Cancelled	‹number› voided.

What gets posted

Sorting posts one journal entry, dated the classification date. It has two lines. The first clears Pending POS Cash. The second goes to the account of the purpose. The drawer’s cash is not in the entry.

Direction	Pending POS Cash	The purpose’s account
Cash out	Credit (it was debited when the cashier saved the movement)	Debit
Cash in	Debit (it was credited when the cashier saved the movement)	Credit

The account code of Pending POS Cash and of Staff Advances can be different in your company.

Example 1A small expense, no VAT claimCash out · Expense (paid now), no VAT claim

• Stationery paid in cash7.25

Account	Debit (AED)	Credit (AED)	Why
6700Office and Administration Expense	7.25		The cost lands in the category you chose
2350Pending POS Cash		7.25	The waiting amount is cleared
Total	7.25	7.25	Balanced

No bill is made and no VAT is claimed: the whole 7.25 is expense. The category in this example is Office and Administration Expense. Any expense category of your company works the same way.

Example 2Cash brought from the bankCash in · Brought from another cash or bank account

• Cash added to the drawer from the bank100.00

Account	Debit (AED)	Credit (AED)	Why
2350Pending POS Cash	100.00		The waiting amount is cleared
1020Bank Accounts		100.00	The bank account goes down
Total	100.00	100.00	Balanced

The drawer already held the 100.00 when the cashier saved it. After sorting, Pending POS Cash for this movement is zero. Cash taken out of the drawer to a bank is the opposite: the bank account is debited and Pending POS Cash is credited.

Example 3, step 1Cash advanced to an employeeCash out · Advance given to an employee

• Advance given from the drawer50.00

Account	Debit (AED)	Credit (AED)	Why
1350Staff Advances	50.00		The employee owes you this amount
2350Pending POS Cash		50.00	The waiting amount is cleared
Total	50.00	50.00	Balanced

Example 3, step 2The employee gives part of it backCash in · Employee returned money

• Cash handed back at the till20.00

Account	Debit (AED)	Credit (AED)	Why
2350Pending POS Cash	20.00		The waiting amount is cleared
1350Staff Advances		20.00	The employee owes less
Total	20.00	20.00	Balanced

The employee still owes 30.00. The entry has no line for the monthly repayment: the repayment only tells the next pay run how much to take back.

Purposes that make a payment

These sortings clear Pending POS Cash and pay a bill or a purchase. The amounts depend on the bill, so the tables show the accounts only.

Expense (paid now) with a VAT receipt makes two entries.

Entry	Dated	Debit	Credit
A new expense bill for the receipt	The receipt date	The expense category (and any VAT you do not claim), and Input Tax Recoverable (1400) for the VAT you claim	Accounts Payable (2000)
The payment of that bill	The classification date	Accounts Payable (2000)	Pending POS Cash (2350)

For example, a receipt of 10.00 plus 5% VAT is a bill of 10.50 with 0.50 claimed back. The movement of 10.50 pays it in full. The bill and its payment are saved in one step. If any part is refused, nothing is saved.

Pay an expense bill and Pay a stock purchase make one entry. Accounts Payable (2000) is debited and Pending POS Cash (2350) is credited. The bill or purchase owes less by the cash amount. The supplier statement shows a line “Till cash payment”.

Owner money posts to the account that the choice names:

Choice	Direction	Debit	Credit
Owner took money for personal use	Cash out	Owner Drawings or Dividends (3200)	Pending POS Cash (2350)
Loan repaid to the owner	Cash out	Loans Payable (2400)	Pending POS Cash (2350)
Owner put money in	Cash in	Pending POS Cash (2350)	Owner Capital (3000)
Loan from the owner	Cash in	Pending POS Cash (2350)	Loans Payable (2400)

If you pick another liability account in Owner account, the amount goes to that account on the same side as the loan rows.

Undoing and cancelling

• Undo classification posts the exact opposite of the sorting entry, dated the undo date. The movement goes back to Pending review. Nothing in the drawer changes.
• Cancel cash movement posts the exact opposite of the movement’s own entry, dated the same day. It takes the cash back out of the drawer. It works only for a pending movement.

When the paid bill or purchase changes later

Sometimes you delete an expense bill or a stock purchase that cash paid. Or you correct it to a total below what was paid. The app then turns that cash into a supplier advance (Supplier Advances, 1250). The money is not given back and it is not left unpaid. You can use the advance on another bill.

The movement keeps the status Classified. A notice says “Cash became supplier advance”. It can no longer be sorted again or cancelled, so the same cash cannot be spent twice.

Other rules that apply

• All or nothing. A sorting, an undo or a cancel is saved in one step. If any part is refused, nothing is saved.
• Sending twice. Pressing Save classification twice, or sending it again after a lost connection, sorts the movement once.
• One sorting at a time. A movement has at most one current sorting. To change it, undo it first.
• The full amount. A sorting always uses the whole movement amount. It cannot be split between two purposes.
• A staff advance and the salary. A pay run can take the advance back from the salary. Money that a pay run took cannot be handed back as cash too, and that advance can no longer be undone.

Where it shows up

Place	What changes
Pending POS Cash on the balance sheet	Goes down by the amount when you sort, and up again when you undo
The drawer’s cash, register close and cash count	Nothing. Sorting and undoing never change them
Profit and loss	The expense category, after an expense sorting
VAT return (Detailed Reports › Tax)	Only Expense (paid now) with a VAT receipt, for the VAT you claim
Supplier bill, stock purchase and supplier statement	A “Till cash payment” line, and a lower balance. An undo shows “Till cash payment cancelled” and the balance returns
Cashbook of a bank or cash account	A transfer shows as “Cash classification” with the PCC- number. An undo shows as “Cash classification undo”. A cancel shows as “POS cash void”
Day book	The types “POS cash in / out” (movements and cancels) and “Cash classification” (sortings and undos)
Employee advance balance	Staff advances given and returned. The balance shows what the employee owes
The banner on other back-office screens	Counts the movements still waiting. It disappears when none wait

What the app blocks

A refused change leaves nothing behind. Most refusals appear as a message with a short next step. A field error appears next to its field.

Before you save

These checks run when you press Review. The app marks the field and says “Check the highlighted fields before continuing.”

Situation	What you see
A date before the movement date	Choose the cash movement date or a later date.
No expense category	Choose an expense category.
No owner account	Choose an owner account.
No account for a transfer	Choose the cash or bank account.
No employee	Choose the employee.
No bill or purchase picked	Select a valid record.
A receipt total that is not the cash amount	The receipt total including VAT must equal the original cash-out amount.
A receipt dated after the classification date	The bill date cannot be after the review date.
Receipt setup could not be loaded	Expense receipt details are unavailable. Reload them before recording a VAT receipt.
An undo or cancel with a reason shorter than 5 characters	Enter at least 5 characters.
A repayment that is not an amount above zero, with up to 2 decimals	Enter an amount with up to 2 decimals. or Enter an amount above zero.

If you leave the form with changes you have not saved, the app asks “Discard this cash review draft?”

When you save

Situation	What you see
A date after today, before the movement, before an earlier undo, or in a locked period	This date is outside the allowed open accounting period or register window.
The movement is sorted already	Undo the active classification before choosing another action.
An account that is not an expense category	Choose an eligible expense account for this cash out.
An owner account that does not fit the direction	Choose an eligible owner or loan account for this cash direction.
A stock purchase for cash that came in	Choose an eligible unpaid stock purchase.
A bill that is paid, reversed, missing, or has less due than the cash	That supplier bill is no longer available for this settlement. Reload eligible bills.
A stock purchase with less due than the cash	That stock purchase is no longer eligible for this settlement. Reload purchases with an outstanding balance.
A payment that would overpay a bill on a later day	This cash settlement would make a supplier bill overpaid on a later activity date. Choose a date that fits the bill history or review its later payments.
A new expense bill that is not for the cash amount	The new expense bill must be valid and its gross total must equal the cash out.
A receipt number already used for this supplier	This invoice number already exists for this supplier.
A transfer to the drawer of this movement, or to an account that is not a cash, petty cash or bank account	Choose a different account. A transfer needs an active cash, petty cash or bank account, and never the drawer this cash was recorded in.
A transfer to a drawer that is open at a till	That drawer is open at a till. Choose another account, or close the till first.
Cash brought from Cash on Hand or Petty Cash when your company does not allow it	You cannot take cash from this account. Choose another one, or ask an administrator to allow paying from shared cash in the accounting rules.
A transfer that would take a bank or cash account below zero	This would take ‹account› below zero on ‹date› (balance then AED −‹amount›). Record at least AED ‹amount› of cash coming in on or before ‹day› first, then save again.
An employee who has not been advanced that much	This employee has not been advanced that much. Choose the right employee, or check the amount returned.
An advance to an employee who is not active, or from another company	Choose an active employee from this company.
Undoing an advance after the employee returned money	This employee has already returned part of this advance. Undo the returned money first, then undo the advance.
Undoing a payment of a bill that was reversed	Reverse or resolve the linked supplier bill through its supplier-bill workflow first.
Undoing a payment of a stock purchase that was voided	The linked stock purchase was voided. Review the stock purchase before reversing this cash classification.
Sorting cash that already became supplier advance	This cash was already converted to supplier advance when the linked purchase or bill was edited or deleted. It cannot be classified again.
Cancelling a movement after the drawer was counted	This drawer has been counted or reconciled, so its physical cash cannot be changed.
Cancelling a cash in that the drawer has already spent	The drawer does not have enough available cash for this movement.
Cancelling on a day other than the movement day, or after the register closed	This date is outside the allowed open accounting period or register window.

A transfer follows the same below-zero rule as the till. See The rule for cash below zero. Your company’s below-zero choice applies here as on Transfers.

Other notices

Situation	What you see
Your role may not open Cash review	You don’t have permission to review cash movements.
Your role may not sort	You don’t have permission to classify pending drawer cash (Pending drawer cash).
Your role may not undo or cancel	The movement page shows You don’t have permission to undo this classification. or You don’t have permission to cancel a pending cash movement. instead of the button
Someone else changed the movement while you looked at it	A notice “This movement has changed” with a Reload button
The answer to a save was lost	A notice “We couldn’t confirm the last change to ‹number›”. It says “Check status before trying again. Nothing else can be changed until then.” Press Check status
The list could not be loaded	“Cash movements could not be loaded” with Try again

Who can do it

Action	Admin	Manager	Cashier
Open Cash review, see the banner, open a movement	Yes	Yes	No
Sort a movement	Yes	Yes	No
Undo a classification	Yes	Yes	No
Cancel a movement	Yes	No	No

A cashier sees their own register’s entries and their status in the till, not here. These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access. Seeing the list, sorting, undoing and cancelling are four separate rights. Creating an expense category, a supplier or an owner account from this form needs its own right too.

Fixing a mistake

1. You sorted a movement to the wrong category, account or employee. Open it and press Undo classification. Give the date and a reason of at least 5 characters. The movement goes back to Pending review. Then sort it again. The new date cannot be before the undo date.
2. You paid the wrong bill or stock purchase. Undo the sorting. The bill or purchase owes the money again. Then sort the movement to the right bill. If the bill itself was reversed or the purchase voided, deal with that document first.
3. You chose “with a VAT receipt”, and it was wrong. Undo the sorting. The cash goes back to Pending review, but the expense bill that the sorting made stays. It is unpaid again, and its VAT claim stays. Either sort the movement as Pay an expense bill and pick that bill, or cancel or correct the bill in Purchases.
4. You gave an advance to the wrong employee. If that employee has returned money against it, undo the returned money first. Then undo the advance and sort it again. If a pay run already took the advance back from the salary, it cannot be undone.
5. The cashier typed the wrong amount or reason. A sorting cannot change the amount.
   • An admin can press Cancel cash movement on the same day, while the register is still open and the drawer is not counted.
   • If the movement was sorted, undo the sorting first. The cashier then saves the right entry.
   • A cash in cannot be cancelled when the drawer has already spent it.
   • After the register closes, sort the movement for what it was and ask your administrator how to correct the difference. See Cash in and out.
6. The date is in a locked period. You cannot sort, undo or cancel with that date. Choose a later date in an open period, or ask your administrator to reopen the period.
7. The cash became supplier advance. You cannot sort or cancel the movement again. Use the supplier advance to pay a bill in Purchases.
8. You are not sure the last change was saved. Press Check status. Do not repeat the change until the app tells you what happened.