Cashbook

The cashbook lists every posted movement of one cash or bank account: money in, money out, and the balance after each one. It is a read-only view of your books. It posts nothing and changes nothing. To correct a movement, change the document that made it.

Where: Banking & cash › Accounts › Cashbook
Number: None. Each row shows the number of the entry it comes from
Posts to: Nothing
Who: Managers and admins

What it’s for

Check what went into and out of one account on the days you choose.
See how the balance moved, entry by entry, newest first.
Find a payment or receipt by its number, a name or a note.
Open the accounting entry behind a row.

Only posted entries appear. Drafts do not. One row is one entry, even when an entry touched the same account on more than one line. To match the account to a bank statement, use Reconciliation. Accounts themselves are on Cash and bank accounts.

Fields

These are the filters at the top. Press Run to apply a change. The date arrows apply at once.

Field	What it means	What it changes
Cash or bank account	The account to show. Archived accounts are listed too, marked “(archived)”	Which account the cashbook reads
From and To	The first and last day to show. They start as the 1st of this month and today. A range can be at most 366 days	Which days the rows, Money in, Money out and Closing balance cover
Previous and Next arrows	Step the dates. See below	Move From and To and run the cashbook again
Source	All sources or one kind of entry. See below	Which rows show
Movement	Money in and out, Money in or Money out	Which rows show
Search	Up to 120 characters. Looks in the entry number, the source number, the source name, the details and the memo, and in the payee, supplier invoice number, reference and notes kept with expenses, card payouts, cash counts and advance paybacks	Which rows show

Source, Movement and Search narrow the rows only. The five balance boxes above the list never change with them.

Stepping through days and months

The arrows work as they do on Sales history.

For one day, the arrows are Previous day and Next day.
For a whole calendar month, or this month so far, they are Previous month and Next month.
For any other span, there are no arrows.
Next is greyed out once the range reaches today.
Stepping keeps the account, Source, Movement and Search, and goes back to page 1.

What each Source covers

Source	Entries in it
Sales and receipts	Till sales and returns, invoices, credit notes, customer receipts, advances used or paid back
Purchases and supplier payments	Purchase receipts and returns, supplier payments, supplier advance refunds
Paid expenses	Expenses paid from the account, and their reversals
Cash counts	Cash count adjustments and till closing differences
Transfers	Transfers between accounts and card payouts
Inventory	Stock adjustments
Manual entries	Manual journals
Opening entries	Opening balances and opening stock
Other	Everything else, such as owner money, bank charges, interest, loans and till cash handling

Buttons

Button	When you see it	What happens	Accounts
Run	Always	Reads the cashbook for the filters you chose	No change
View entry	On every row	Opens the accounting entry in a window you can only read. It shows the date, the source, the memo and the debit and credit lines. To open the original receipt or bill, find it in its own list by the number shown	No change
Previous and Next (under the list)	When there is more than one page	Move through pages of 25 rows	No change
Try again	When the cashbook could not load	Loads it again	No change
Add cash or bank account	Only when you have no account and may add one	Opens the form for a new account on Cash and bank accounts	No change

There is no print or export button on this screen.

The balance boxes

Box	What it shows
Opening balance	The balance before From
Money in	All money received from From to To
Money out	All money paid out from From to To
Closing balance	The balance at the end of To
Current balance	The balance counting every entry dated up to today

The list

Column	What it shows
Date	The date of the entry, with its row number
Source	What made the entry, such as Customer receipt, Supplier payment, Paid expense or Bank charge. Under it, the kind of source. A badge says Correcting entry, Return or Credit note when the row corrects something
Entry no.	The entry’s number. When the entry belongs to a transfer, payout, expense or cash count, its own number shows under it as “Source ‹number›”
Details	What the entry says, and its memo
Money in and Money out	The amount. A dash means none
Balance	The balance of the account just after this entry

Balance counts every entry in order, from the first ever posted. It does not depend on From or on the filters. So a filtered list still shows the true balance after each row it keeps. A badge shows whether the account is Active account or Archived account.

The line under the list says, for example, “Showing 1-25 of 60 movements”.

What gets posted

Nothing. Opening the cashbook, filtering it, stepping through dates and viewing an entry change no account. The cashbook only reads entries that other screens have already posted.

For example, an account with 100.00 before From, 58.00 received and 20.00 paid out between From and To shows a Closing balance of 138.00 (100.00 + 58.00 − 20.00).

Where it shows up

Place	What changes
Every screen that posts to a cash or bank account	Its entry appears here, on the entry’s own date
A reversed payment or receipt	The original row stays. A row marked Correcting entry is added
Reconciliation	Uses the same entries. Reconciling adds nothing here

What the app blocks

Situation	What you see
No account chosen	Select a cash or bank account.
A date is missing or wrong	Enter a valid cashbook start date. or Enter a valid cashbook end date.
From after To	Start date cannot be after end date.
More than 366 days	Cashbook range cannot exceed 366 days.
Search over 120 characters	Use 120 characters or fewer.
Any wrong filter	Correct the highlighted cashbook filter. above the list
You may not see the cashbook	You do not have permission to view this cashbook.
The cashbook could not load	Cashbook unavailable with the reason, and Try again
Nothing matches	No posted cash or bank movements match these filters. Opening and closing balances remain visible above.
No cash or bank account yet	No cash or bank account to report. If you may add one: Add a cash or bank account before opening the cashbook. If not: Ask someone who can manage cash and bank accounts to link a cash or bank account to your books before you can use the cashbook.

Who can do it

Action	Admin	Manager	Cashier
See the cashbook and view entries	Yes	Yes	No

These are the standard roles. Your administrator can give a custom role the right to see the cashbook in Settings › Users & access.

Fixing a mistake

A row looks wrong. Open it with View entry and note the entry number. Then correct the document that made it, such as the receipt, the payment or the expense. The cashbook cannot edit or delete anything.
Money moved to the wrong account. Fix the document, or move the money with Transfers.
Bank fees or interest are missing. Record them on Money in or out.
Card sales have not arrived. Record the payout on Card payouts.
A cheque has not cleared. See Cheques.
The balance does not match the bank. Match it to your statement with Reconciliation.