Money in or out

Use this screen for money that comes into or goes out of a bank or cash account. It is not for a sale, an expense or a move between your own accounts. You choose what the money was for. LedgerLite then posts one entry with two lines: your bank or cash account, and a fixed account for that purpose. You never pick an account code, so the money cannot land on the wrong account.

Where: Banking & cash › Daily › Money in or out
Number: A journal number such as JE-000001, shown when you press Record
Posts to: Your bank or cash account, and one fixed account for the purpose: Owner Capital, Owner Drawings or Dividends, Bank and Merchant Fees, Other Income, Loans Payable or Opening Balance Equity
Who: Managers and admins record. Admins cancel

What it’s for

Record the owner putting money in, or taking money out.
Record a bank charge, or interest the bank paid you.
Record a loan you received, or a loan payment you made.
Enter the balance a new bank or cash account starts with (the Opening balance tab).
Under the form, Recorded so far lists what has been recorded, newest first.
It is not for sales, expenses or moving money between your own accounts. Use Expenses for costs and Transfers for moves between accounts.
It does not split VAT. A bank charge that carries VAT should be entered as an expense.
A bank charge for a bounced cheque is recorded from the Cheques screen. You will see it in the list as Bank charge for a bounced cheque, with the cheque number.

What each choice posts to

Choice	What it means	Money	Accounts you can pick	Fixed account it posts to
Owner put money in	The owner added their own money to the business	In	Bank or cash	3000 Owner Capital
Owner took money	The owner took money out of the business for themselves	Out	Bank or cash	3200 Owner Drawings or Dividends
Bank charges	Fees the bank took from the account	Out	Bank only	6600 Bank and Merchant Fees
Interest received	Interest the bank paid into the account	In	Bank only	4900 Other Income
Loan received	A bank or a person lent money to the business	In	Bank or cash	2400 Loans Payable
Loan repaid	The business paid back part of a loan	Out	Bank or cash	2400 Loans Payable
Opening balance (its own tab)	What an account holds on the day you start using it	In	Bank or cash	3150 Opening Balance Equity

A cash account has no bank charges or interest, so for those two choices the screen lists bank accounts only: Bank accounts only. A cash account has no bank charges or interest.

Which accounts you can pick

Banks are always offered.
For money in, you also see any cash account that has its own account, such as a drawer or a safe.
For money out, you see only drawers assigned to you.
Cash on Hand and Petty Cash are offered only when a company setting allows it. The setting is Pay expenses and transfers from Cash on Hand and Petty Cash, in Settings › Accounting rules.
Choose What was it for? first. Until you do, the account list is empty and says Choose what it was for first.
To add an account, see Cash and bank accounts.

Fields

Field	What it means	What it changes
What was it for?	One of the six choices above. Required	The fixed account, and whether money goes in or out
Bank or cash account	The account the money goes into or comes out of. Required	Its balance. Under it you see its balance on the date you chose
Date	Defaults to today. It cannot be in the future	The date of the entry
Amount (AED)	How much. Required. You can type 2,500.50	The amount of both lines
Reference	A bank slip or statement number (optional, up to 120 characters)	Shown in the list and on the entry. No accounting effect
Note	Anything to remember (optional, up to 2,000 characters)	Kept with the entry. No accounting effect

The Opening balance tab has its own fields:

Field	What it means	What it changes
Bank or cash account	The new account. Required	The account that gets the opening balance
Balance on the day you start	The day the account started with this balance. Nothing may be recorded on the account before it	The date of the entry
Amount (AED)	What the account held on that day. Required	The amount of both lines
Note	Optional	Kept with the entry

Buttons

Nothing touches your accounts until Record.

Button	When you see it	What happens	Accounts
Money in or out and Opening balance (tabs)	Always, for people who may record	Switch between the two forms	No change
Record	The Money in or out form	Posts the entry. The page says, for example, “Owner put money in recorded as entry JE-000012.” and adds a row to Recorded so far	Posts
Record opening balance	The Opening balance tab	Posts the opening balance. The page says “Opening balance recorded for ‹account›.”	Posts
Cancel entry	A row of Recorded so far that is not cancelled, admins only	Opens a box asking why. Then adds a second entry that puts the money back	New entry
Keep entry	The cancel box	Closes the box and changes nothing	No change
Set up cash and bank accounts	When you have no active cash or bank account	Opens the account setup	No change
Try again	When accounts or entries could not load	Loads them again	No change

Statuses you will see in the list: an entry that stands has no badge. A cancelled entry shows Cancelled, is struck through, and tells you who cancelled it, on which date, and why. The list shows money out with a minus.

If the answer to Record is lost, the screen locks the form and says We couldn’t confirm this. Check status before trying again. Check status sends the same request again, so the money cannot be recorded twice.

What gets posted

Every entry is one journal entry with two lines, dated on the date you chose. When money comes in, your account is debited. When money goes out, your account is credited. The fixed account takes the other side. No VAT is split and nothing is estimated.

Example 1The owner puts money into the bankOwner put money in · bank account

Amount2500.50
ReferenceSlip 7

Account	Debit (AED)	Credit (AED)	Why
1020Bank Accounts (the bank account you chose)	2,500.50		Money came into the bank
3000Owner Capital		2,500.50	The owner put in their own money
Total	2,500.50	2,500.50	Balanced

Interest received and Loan received post the same way. Only the fixed account changes: 4900 Other Income for interest, 2400 Loans Payable for a loan. Owner put money in also works on a cash account, such as a safe, and the cash account is debited in the same way.

Example 2The bank takes a chargeBank charges · bank account that already holds money

Amount45.00

Account	Debit (AED)	Credit (AED)	Why
6600Bank and Merchant Fees	45.00		A cost to your business
1020Bank Accounts (the bank account you chose)		45.00	Money left the bank
Total	45.00	45.00	Balanced

Owner took money and Loan repaid post the same way, with the fixed account debited and your account credited. Owner took money debits 3200 Owner Drawings or Dividends. Loan repaid debits 2400 Loans Payable, so what you owe goes down.

Example 3An opening balanceOpening balance · dated the day the account starts

Amount48300.00

Account	Debit (AED)	Credit (AED)	Why
1020Bank Accounts (the bank account you chose)	48,300.00		The account starts with this money
3150Opening Balance Equity		48,300.00	The other side of the starting balance
Total	48,300.00	48,300.00	Balanced

It works the same for a cash account.

Example 4Cancelling an entryAn owner payment of 400.00, cancelled by an admin

Amount400.00

Account	Debit (AED)	Credit (AED)	Why
3000Owner Capital	400.00		The owner money is taken back out
1020Bank Accounts (the bank account you chose)		400.00	The money leaves the bank again
Total	400.00	400.00	Balanced

Cancelling adds a second entry that swaps the two sides. The original entry stays in the list, marked Cancelled. Nothing is deleted. After both entries, the bank balance is back to where it was.

Other rules that apply to every entry

Loans have no interest part. Loan repaid takes the whole amount off Loans Payable. If part of a payment is interest, record that part as an expense instead.
Opening balance, once. An account can have one opening balance at a time, and nothing may be recorded on it before the opening date.
No edit. There is no Edit button on this screen. To change an entry, cancel it and record it again. See Fixing a mistake.
Same day or earlier. The date cannot be after today in the company’s time zone, and cannot be in a locked month.
The date also follows your locks. A date on or before a bank reconciliation, or a cash count of the cash account, is refused.

Where it shows up

Place	What changes
Cashbook	One movement on the account, named by the choice: Owner put money in, Owner took money, Bank charge, Interest received, Loan received, Loan repaid or Opening balance. A cancellation shows as Money entry cancelled
Reconciliation	The bank side of an entry is one of the movements you tick off against the bank statement
Cash counts	Entries on a drawer count towards its expected cash
Balance sheet	Owner Capital and Owner Drawings or Dividends (equity), Loans Payable (what you owe), Opening Balance Equity
Profit and loss	Bank and Merchant Fees (a cost) and Other Income (interest)
Day book	One entry for the money, and one more for a cancellation

What the app blocks

Checks happen before anything is saved, so a refused entry leaves no half-written records.

Situation	What you see
Nothing chosen for What was it for?	Choose what the money was for.
No account chosen	Choose the bank or cash account.
Amount empty or typed wrongly	Enter a positive amount with exactly 4 decimal places.
Amount of zero	Enter an amount greater than zero.
Date in the future	Choose today or an earlier date in the company time zone.
Date in a locked month	That month is closed. Choose a date in an open month, or ask an administrator to reopen the period.
A cash account for bank charges or interest	Bank charges and interest belong on a bank account. Choose a bank account.
Money out of a cash drawer that is not assigned to you	Choose one of your assigned cash drawers, or use a bank account.
An account that was switched off	Choose an active cash or bank account.
A bank account already reconciled through that date	A bank account in this journal is reconciled through ‹date›. Undo that reconciliation first.
A cash account already counted through that date	This Cash account was already counted through the selected date. Undo its latest cash count or choose a later transaction date.
The fixed account is missing from your chart of accounts	The account this entry posts to is not set up in your chart of accounts. Ask an administrator to restore it.
The same submission sent again with other details	This submission was already used for different details. Reload and try again.
Opening balance when the account already has one	This account already has an opening balance. To change it, cancel the first one and enter it again.
Opening balance on a date after the account’s first entry	This account already has entries before that date, so it did not start on that day. Choose the day of its first entry or an earlier day.
Your role may not record	The form is replaced by You can look at these entries but not record them and Ask an administrator or manager to record money in or out.
No cash or bank account yet	No cash or bank account yet and Add a bank or cash account first, then record money on it.

Not enough money in the account

A bank account is protected from going below zero. A cash account is protected only when the company setting Don’t let cash go below zero is on. In Settings › Accounting rules, the choice If a payment would take a bank account or cash below zero decides what happens. The three choices are Block (the default), Allow a manager with a reason and Warn only. They work the same on every screen. See Cash and bank accounts.

Under Block, the entry is not saved. The message says which account would go below zero, on which day, and how much to record first:

This would take ‹account› below zero on ‹date› (balance then AED ‹balance›). Record at least AED ‹amount› coming in on or before ‹day› first, then save again.

For a cash account the message says “AED ‹amount› of cash”. Money coming in is always allowed. Cancelling money that came in is money going out, so it follows the same rule. Example: under Block you cannot cancel an owner payment of 100.00 after 80.00 of it was spent on a bank charge, if that would take the bank below zero.

Who can do it

Action	Admin	Manager	Cashier
See Money in or out and Recorded so far	Yes	Yes	No, cashiers do not see Banking & cash
Record money in or out, and an opening balance	Yes	Yes	No
Cancel entry	Yes	No	No

These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access.

Fixing a mistake

The wrong amount, date, account or choice. There is no edit. An admin uses Cancel entry on the row, then you press Record again with the right details.
- In the box, write Why are you cancelling it? (at least 5 characters).
- Choose the Date of the cancellation. It cannot be before the entry, in the future, or in a locked month. The default is today.
- Press Cancel entry. The page says “Entry ‹number› cancelled.” The box lists the effect first, for example No real money moves. Only your records change.
Recorded twice. Cancel one of the two entries.
A wrong opening balance. Cancel it and enter it again. The cancelled one no longer counts, so the new opening date can be later.
The cancel is refused because the money was spent. Cancelling money that came in takes it out again. Record other money in first, or choose another date.
The entry is dated before a reconciliation or cash count. Undo the latest reconciliation or cash count, or use a later date.
A bank charge that carries VAT. Enter it as an expense instead. See Expenses.
Money moved between your own accounts. Do not record it here. Use Transfers.