Transfers
A transfer moves money from one of your cash or bank accounts to another. Use it to take cash from a drawer to the safe, from the safe to the bank, from one bank account to another, or to top up petty cash. Posting a transfer takes the amount out of one account and puts it into the other. Nothing else changes: no income, no expense, no VAT.
- Where
- Banking & cash › Daily › Transfers
- Number
- TRF-000001, given when you post. A cancelling entry gets TRV-000001
- Posts to
- The two cash or bank accounts you choose, and nothing else
- Who
- Managers and admins
What it’s for
Section titled “What it’s for”- Move money you already hold between your own accounts: drawer to safe, safe to bank, bank to bank, or a petty cash top-up.
- The screen only records the move. It does not send money or start a bank payment. You still make the real move at the bank or with the cash.
- Not for other money events:
- To pay a cost, use Expenses.
- For owner money, bank charges, interest or loans, use Money in or out.
- To check what a drawer holds, use Cash counts.
- To put cash into a drawer or take it out while its register is open, use Cash in and out at the till. See Cash in and out.
- Every transfer you save stays in Transfer history, with the accounts as they were on the day you saved it. Renaming or archiving an account later does not change the history.
Which accounts you can choose
Section titled “Which accounts you can choose”The lists show only active accounts. The two lists are not the same.
| Account | As Transfer from | As Transfer to |
|---|---|---|
| A bank account | Always | Always |
| A till drawer or safe (an account of its own) | A drawer assigned to you. Admins and managers also see drawers that are not assigned to anyone, while their register is closed | Any, but not a drawer whose register is open |
| Cash on Hand and Petty Cash | Only when a company setting allows it | Only when a company setting allows it |
- The company setting is Pay expenses and transfers from Cash on Hand and Petty Cash, in Settings › Accounting rules. It is off until an administrator turns it on.
- A drawer whose register is open cannot send money. Admins and managers, who are offered drawers that nobody is assigned to, see this note under Transfer from: Till drawers with an open register are not listed. Close the register first, or use Cash out at the till. If you pick your own drawer while its register is open, the transfer is refused with the message in What the app blocks.
- The account you pick as Transfer from is not offered as Transfer to, and the other way round.
- A new cash or bank account is set up in Cash and bank accounts.
Fields
Section titled “Fields”| Field | What it means | What it changes |
|---|---|---|
| Transfer from | The account the money leaves | Its balance goes down. Under it you see its balance on the transfer date |
| Transfer to | The account the money arrives in | Its balance goes up |
| Amount (AED) | How much to move. Required | The amount of both lines |
| Transfer date | Defaults to today. It cannot be in the future | The date of the entry. It decides which day’s balance each account shows |
| Reference | A cheque number, bank reference or cash voucher number (optional, up to 120 characters) | Shown in the list and on the print. No accounting effect |
| Internal notes | The purpose, or a note for the reviewer (optional, up to 2,000 characters) | Kept on the transfer. No accounting effect |
Under each chosen account, Accounting details shows the account in your books behind it, for example 1000 Cash on Hand.
Buttons
Section titled “Buttons”Nothing touches your accounts until Post transfer.
| Button | When you see it | What happens | Accounts |
|---|---|---|---|
| New transfer | The transfer history | Opens the blank form | No change |
| Post transfer | The form | Posts the transfer and returns to the history. The new row is marked | Posts |
| Save & new | The form | Posts the transfer, then opens a blank form so you can enter the next one | Posts |
| Back to transfers | The form | Leaves the form. If you typed something, it asks Continue without saving this transfer? | No change |
| Apply | The history | Applies the search, account, status and date filters | No change |
| View details (or the transfer number) | Every row | Opens the transfer evidence page | No change |
| Print ‹number› | A transfer that is not deleted | Prints the transfer voucher | No change |
| Edit transfer | A posted transfer you may edit | Opens the edit form. See Fixing a mistake | Restated on its own date |
| Delete transfer | A posted transfer, admins only | Asks for a reason, then removes the transfer. The number stays | All effects removed |
| Cancel with a correcting entry | A posted transfer that cannot be edited or deleted, or can only have its reference and notes edited. Admins only | Adds a second entry that moves the money back | New entry |
| Correct today | Same as above, when you may also post transfers | Cancels the transfer with an entry dated today and posts a new one dated today | New entries |
| Try again | When the history could not load | Loads it again | No change |
Statuses you will see: Posted, Cancelled (a correcting entry was added) and Deleted. A deleted transfer does not appear in the history list. Its page can still be opened from a saved link, and it keeps its number.
If the answer to Post transfer is lost, the screen says We couldn’t confirm this. Check status before trying again. Check status sends the same request again, so it cannot be saved twice.
Finding a transfer
Section titled “Finding a transfer”The Transfer history filters are: a search box (Search number, reference or account), Account (shows transfers where that account is either side), Status (All statuses, Posted, Cancelled), From and To. The list shows 25 transfers a page. The columns are Transfer (number and date), From, To, Amount, Status and Next action.
What gets posted
Section titled “What gets posted”Posting writes one journal entry with two lines, dated on the transfer date. The account you move money to is debited and the account you move it from is credited.
- Amount moved125.25
| Account | Debit (AED) | Credit (AED) | Why |
|---|---|---|---|
| 1000Cash on Hand (the account you chose as Transfer to) | 125.25 | The cash account goes up | |
| 1020Bank Accounts (the account you chose as Transfer from) | 125.25 | The bank account goes down | |
| Total | 125.25 | 125.25 | Balanced |
The same two lines are posted for every kind of transfer: the account that receives the money is debited, the account that gives it is credited. Only the two accounts are different. A move from a drawer to a bank account, or from Cash on Hand to Petty Cash, uses the accounts you chose in the same way.
- Amount restored125.25
| Account | Debit (AED) | Credit (AED) | Why |
|---|---|---|---|
| The account the money was moved from | 125.25 | It gets the money back | |
| The account the money was moved to | 125.25 | It gives the money back | |
| Total | 125.25 | 125.25 | Balanced |
This is a new entry with its own number (TRV-…), dated the correction date you choose. The original transfer stays in the history, marked Cancelled, and is linked to this entry. Nothing is deleted.
Editing a transfer
Section titled “Editing a transfer”Edit transfer changes the saved transfer in place. The app takes out the old two lines and writes two new lines for the new amount, accounts and date. The transfer keeps its number and shows its change history. For example, a transfer of 125.25 edited to 300.50 is still one entry, now with a debit of 300.50 and a credit of 300.50.
Deleting a transfer
Section titled “Deleting a transfer”Delete transfer removes both lines. The transfer number stays reserved and the page shows Deleted. The history keeps what the transfer looked like before.
Other rules that apply to every transfer
Section titled “Other rules that apply to every transfer”- No profit effect. Both accounts are balance sheet accounts, so a transfer never changes profit or VAT.
- Different accounts. The two accounts must be different.
- Same day or earlier. The date cannot be after today in the company’s time zone, and cannot be in a locked month.
- Drawers. A drawer with an open register cannot send or receive a transfer. Close the register, or use Cash in and out at the till.
Where it shows up
Section titled “Where it shows up”| Place | What changes |
|---|---|
| Cashbook | One movement on each of the two accounts, shown as Financial transfer. A cancelling entry shows as Financial transfer reversal |
| Cash counts | A drawer’s expected cash includes the transfers dated up to today |
| Reconciliation | The bank side of a transfer is one of the movements you tick off against the bank statement |
| Day book | One entry for the transfer |
| Balance sheet | One account goes down and the other goes up by the same amount |
What the app blocks
Section titled “What the app blocks”Checks happen before anything is saved, so a refused transfer leaves no half-written records.
| Situation | What you see |
|---|---|
| No source or destination chosen | Select a valid source account. or Select a valid destination account. |
| The same account on both sides | Choose a destination account different from the source account. |
| Amount left 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. next to the field, and This posting date is after today in the company time zone. Choose today or an earlier date. in the status line |
| Date in a locked month | The accounting period is locked through ‹date›. Choose a later date, or ask an administrator to reopen the period. |
| A cash source that is not yours | Choose a physical cash drawer assigned to you, or use an active bank account. |
| A source or destination that was switched off | Select an active Cash or Bank source account and try again. or Select an active Cash or Bank destination account and try again. |
| A source drawer with an open register | This till drawer has an open register, so its cash can’t be moved from Banking. Close the register first, or use Cash out at the till. |
| A destination drawer with an open register | The app refuses and nothing is saved. The refusal begins with “Not saved:” and says the drawer has an open register |
| A drawer 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. |
| A bank account already reconciled through that date | The app refuses with “Not saved:” and says the bank is reconciled through that date. Undo the latest reconciliation first |
| Your role may not post transfers | A message that starts “You don’t have permission to …”, and nothing is saved |
| The same submission sent again with other details | This submission key was already used for different transfer details. |
| Anything else goes wrong while posting | The transfer could not be posted safely. No transfer or accounting records were created. |
Not enough money in the account
Section titled “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 work the same on every screen. See Cash and bank accounts.
| Company choice | What you see |
|---|---|
| Block (the default choice) | The transfer is not saved. The message names the account and the day it would go below zero, and how much to record first |
| Allow a manager with a reason | The same message, with “Or ask a manager to approve it with a reason.” An admin, or a manager whose role allows it, gives a reason and the transfer is sent again |
| Warn only | The transfer is saved and you see a warning: ‹account› is below zero from ‹date› (AED ‹balance›). |
The refusal reads, for example: 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 it says “AED ‹amount› of cash”. Money coming in is always allowed.
The same rule applies when you edit or delete a transfer. For example, you cannot delete a transfer that put money into a bank account after that money was spent.
Warnings that do not stop you
Section titled “Warnings that do not stop you”- Under each chosen account the screen shows its Balance on the transfer date. Check it before you post.
- When there is no cash or bank account you can use, the form says No bank account or assigned physical cash drawer is available for transfers. A person who can manage accounts sees Set up cash and bank accounts.
Who can do it
Section titled “Who can do it”| Action | Admin | Manager | Cashier |
|---|---|---|---|
| See the history and the transfer pages, and print | Yes | Yes | No, cashiers do not see Banking & cash |
| Post a transfer | Yes | Yes | No |
| Take cash out of a drawer that is not assigned to you, when its register is closed | Yes | Yes | No |
| Edit transfer | Yes | Yes | No |
| Delete transfer | Yes | No | No |
| Cancel with a correcting entry, and Correct today | Yes | No | No |
| Approve a transfer that takes an account below zero, when the company allows it | Yes | Yes | No |
A person without the right to edit sees Permission needed in place of the edit buttons. These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access.
Fixing a mistake
Section titled “Fixing a mistake”- The wrong amount, account, date, reference or note. Open the transfer and use Edit transfer.
- The form is the same as for a new transfer. The status shows No changes yet until you change something.
- Press Update transfer. The app shows Review changes: each field that changed, from old to new, and what happens to the amount.
- Choose a reason (for example Wrong amount, Wrong date or Duplicate entry), or choose Other and describe it. Then press Update transfer again.
- The transfer is restated on its own date, with the same number. The page says “‹number› updated.”
- Every rule that applied when you first saved it applies again, including the cash-below-zero rule.
- The transfer should never have been made. An admin uses Delete transfer, gives a reason and presses Delete financial transfer. The page says “‹number› deleted.”
- Part of the transfer is fixed. If the transfer is in a locked month, behind a bank reconciliation, behind a cash count, or in a register that is open, only the reference and notes can change. The fields Amount (AED) and Transfer date say Fixed: the money stays as it was posted. The page explains why, for example This transfer was reconciled with the bank through ‹date›, so its amount, date and accounts can’t change. You can still change the reference and note.
- To change the money, an admin uses Correct today. It cancels the transfer with an entry dated today and posts the new transfer, also dated today. The past month is not changed. A reason of at least 5 characters is required, and the date is always today.
- Or the admin uses Cancel with a correcting entry if the money should just move back. Choose the Correction date, which cannot be before the transfer date or in a locked month, and give a Reason.
- To change a reconciled bank line or a counted drawer in place instead, first undo the latest reconciliation or cash count.
- The transfer cannot be edited or deleted at all. The page shows the reason, for example Reversed earlier., Part of an earlier correction. or This transfer is permanent evidence for a POS drawer movement. A transfer that already has a correcting entry cannot be edited, deleted or cancelled again. A transfer made by cash in or out at the till belongs to that till movement. See Cash in and out.
- The real money moved differently. A transfer is a record of a move. Edit the transfer so it matches what really happened. Posting it does not move real cash or send a bank payment.