Cash in and out

Cash in and out records cash that enters or leaves the till drawer without a sale. You say what happened at the till. Saving it changes the drawer’s cash at once. The office can sort out later what the cash was for, and sorting never moves the cash a second time.

Where: Point of sale › More › Counter › Cash in / out. The office sorts the cash in Banking & cash › Daily › Cash review
Number: A cash entry gets a number starting PCASH-. Sorting it gets a number starting PCC-. A move to or from the safe or bank gets a transfer number such as TRF-000001
Posts to: The drawer’s cash account, Pending POS Cash, the safe or bank account you choose, and later the account the cash was for
Who: Cashiers, managers and admins record cash entries. Managers and admins also move cash to and from the safe or bank, and sort cash in Cash review

What it’s for

Cash leaves or enters the drawer for reasons that are not a sale. For example:

Paying a small expense, such as stationery, cleaning or a delivery fee.
Paying a supplier in cash, or paying a driver on delivery.
Taking cash to the bank or putting it in the safe, so the drawer does not hold too much.
Adding change. You bring cash into the drawer from the safe or the bank. Or the owner adds money, or a loan arrives.

The till has two ways to record this. You choose by saying what the cash is for.

What you press	Use it when	What it opens	What it posts
Paid out of the drawer	Cash left the drawer for a supplier, delivery, expense or wages	The cash entry form	The drawer’s cash goes down. The amount waits in Pending POS Cash for the office to sort
Added to the drawer	Cash came in as float, owner money or a loan	The cash entry form	The drawer’s cash goes up. The amount waits in Pending POS Cash
Put in the safe	You move cash to the safe or another cash account	The cash movement form	The drawer’s cash goes down. The cash account you choose goes up
Taken to the bank	You take cash to a bank or cash account	The cash movement form	The drawer’s cash goes down. The account you choose goes up
Brought in from the safe or the bank	You bring cash into the drawer	The cash movement form	The drawer’s cash goes up. The account you choose goes down

A cash entry is for cash whose purpose the cashier may not know. A cash movement is for cash that goes to a place you know, so it needs no sorting. Cashiers see only the first two choices.

Item transfers: moving stock, not cash

The same More menu has an Item transfer button. It is not about cash. It moves stock from the stock location of this till to another active location, for example to refill a branch. You find it in More › Reports & stock › Stock. The Reports & stock tab is shown only to roles that may move cash.

It posts no accounting entry. Your total stock quantity and value do not change. The items leave one location and arrive at the other. They keep the cost they had at the source location.
Choose a Destination, add the items and quantities, and give a Reason. Then press Transfer items.
The register must be open. The quantity cannot be more than the source location holds. A bundle cannot be transferred.
Item transfer history (same place) lists the transfers of this register. Open one to change its reason or quantities, or to delete it. A change is refused once the stock that arrived has been used elsewhere.
Managers and admins can transfer and edit. Only admins can delete. Cashiers cannot use it.

Fields

The cash entry form (Paid out of the drawer, Added to the drawer)

The top of the form shows Cash expected in the drawer. This is the same figure the closing count is checked against.

Field	What it means	What it changes
Direction	Cash out or Cash in. It starts on the choice you made	Which way the drawer’s cash moves
Amount	The cash that moved, with up to 2 decimals	The drawer’s cash. A cash out cannot be more than the cash expected in the drawer
Reason	A short note, 3 to 500 characters	Shown to the office when it sorts the cash
Reference (optional)	A receipt or note number, up to 120 characters	Kept with the entry. No accounting effect

Press Save for review. The message says “Cash entry saved for review and included in the drawer total.” The entry is dated today’s company date.

The cash movement form (Put in the safe, Taken to the bank, Brought in)

Field	What it means	What it changes
Direction	Cash out or Cash in	Which way the drawer’s cash moves
Cash-out type	Shown for cash out: Other cash out or Safe drop. A safe drop must go to another cash account	How the close report groups the cash out
Counter account	The other account: a bank account or another cash account, such as the safe. This drawer is not offered. A safe drop offers cash accounts only	The account that receives or gives the cash. Its balance shows under the field
Amount	The cash that moved, with up to 2 decimals	Both accounts. A cash out cannot be more than the cash expected in the drawer
Reason	A short note, 3 to 500 characters	Kept with the movement
Reference (optional)	A deposit slip or note number, up to 120 characters	Kept with the movement. No accounting effect

Press Save cash movement. The message says “Cash movement posted.”

Cash review (the office)

Open Banking & cash › Daily › Cash review. The list shows cash entries with the status Pending review, Classified or Cancelled. Open one and answer “What was this cash for?”

Field	What it means	What it changes
Purpose	What the cash was for. The list depends on the direction. See the table below	Which account the cash is sorted to
Classification date	The date the sorting counts from. It cannot be before the entry date or after today	The date of the sorting entry
Account, bill, purchase or employee	The expense category, owner account, bill, stock purchase, other account or employee that the purpose needs	Where the amount lands
Note (optional)	A note for the record	None

Press Review, check the summary, then Save classification.

Purpose	Cash out	Cash in	What it does
Expense (paid now), no VAT claim	Yes	No	Books the amount to the expense category you choose. No bill is made and no VAT is claimed
Expense (paid now) with a VAT receipt	Yes	No	Records a new bill from a supplier for exactly this cash amount and marks it paid. VAT is claimed where you choose
Pay an expense bill	Yes	No	Pays part or all of an unpaid expense bill
Pay a stock purchase	Yes	No	Pays part or all of an unpaid credit stock purchase
Owner money	Withdrawal or loan repayment	Contribution or loan received	Books the cash to an owner or loan account
Transfer to or from another cash or bank account	Taken to	Brought from	Moves the amount to or from another account of the company
Staff advance	Advance given	Employee returned money	Tracks what an employee owes in Staff Advances

Buttons

Button	When you see it	What happens	Accounts
Cash in / out	More › Counter	Opens “What is the cash for?”	No change
Save for review	The cash entry form	Saves the entry. Pressing it twice cannot save it twice	Posts
Save cash movement	The cash movement form	Saves the movement and its transfer together	Posts
Cash entry history	More › Counter	Lists the cash entries of this register with their status	No change
Safe and bank moves	More › Counter, for people who may move cash	Lists the movements of this register. Open one to see its actions	No change
Fix amount	A movement of a register that is still open, admins only	Deletes the movement and records the corrected one in one step	Replaced
Edit cash movement	A movement of a closed register, in Detailed Reports › Register closes › Cash movements	Changes the counter account, reason and reference. Changes the amount of a cash in only	Restated
Delete cash movement	Admins only. A cash in, or any movement while the register is open	Removes the movement and its entry. The history keeps the record	Removed
Cancel with a correcting entry	Admins only, register open, when Edit and Delete are not possible	Adds an exact opposite transfer. The original stays in the history	Posts opposite
Review then Save classification	Cash review, pending entry	Sorts the cash to its purpose	Posts
Undo classification	Cash review, classified entry	Posts the exact opposite of the sorting. The entry goes back to Pending review	Posts opposite
Cancel cash movement	Cash review, pending entry, admins only	Takes the entry back out of the drawer cash	Posts opposite
Transfer items	The Item transfer window	Moves stock between locations	No accounting entry

Statuses you will see: a cash entry is Pending review, Classified or Cancelled. A cash movement can be shown as Deleted or as cancelled by a correcting entry.

What gets posted

Saving a cash entry

A cash entry posts one journal entry, dated today’s company date, even if the register was opened on an earlier day. The cash side is the drawer’s cash account. The other side is Pending POS Cash, a holding account. Its balance is cash that the office has not sorted yet.

Example 1, step 1Cash added to the drawerAdded to the drawer · Cash in

Cash in saved at the till100.00

Account	Debit (AED)	Credit (AED)	Why
The drawer’s cash account	100.00		The cash came into the drawer
2350Pending POS Cash		100.00	Held until the office says what it was for
Total	100.00	100.00	Balanced

A cash out is the opposite: Pending POS Cash is debited and the drawer’s cash is credited. The drawer’s cash changes at once in both cases. The account code of Pending POS Cash can be different in your company.

Sorting the cash in Cash review

Sorting posts a second entry. It clears Pending POS Cash and puts the amount on the purpose you chose. It is dated the classification date you give. The drawer’s cash does not move again.

Example 1, step 2Sorted as brought in from the bankPurpose: Transfer · Brought from another cash or bank account

Cash entry sorted100.00

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 cash had already come into the drawer in step 1. A bank account cannot be taken below zero by default. See The rule for cash below zero.

Example 2A small expense paid from the drawerPurpose: 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

The cashier’s step 1 for this cash out is the opposite of example 1: Pending POS Cash is debited 7.25 and the drawer’s cash is credited 7.25. No VAT is claimed with this purpose.

Example 3, step 1Cash advanced to an employeePurpose: Staff advance · 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 returns part of itPurpose: Staff advance · 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 app refuses to sort more money as returned than the employee still owes.

The other purposes follow the same shape. The first line clears Pending POS Cash. The second line is the account the purpose names.

Purpose	Cash out	Cash in
Expense, no VAT claim	Debit the expense category	Not offered
Expense with a VAT receipt	A new supplier bill is posted for the cash amount. The expense and the VAT you claim are booked. Then Accounts Payable is cleared by the cash	Not offered
Pay an expense bill, pay a stock purchase	Debit Accounts Payable. The bill or purchase owes less	Not offered
Owner money	Debit Owner Drawings or Dividends, Loans Payable, or a liability account you choose	Credit Owner Capital, Loans Payable, or a liability account you choose
Transfer	Debit the other cash or bank account	Credit the other cash or bank account (example 1)
Staff advance	Debit Staff Advances (example 3)	Credit Staff Advances (example 3)

Moving cash to or from the safe or bank

A cash movement is a transfer between the drawer’s cash account and the account you choose. It is one journal entry, dated today’s company date. Nothing waits in Pending POS Cash.

Example 4Cash taken to the bankTaken to the bank · Other cash out

Cash in the drawer before100.00
Taken to the bank20.00
Cash in the drawer after80.00

Account	Debit (AED)	Credit (AED)	Why
1020Bank Accounts	20.00		The bank account goes up
The drawer’s cash account		20.00	The drawer’s cash goes down
Total	20.00	20.00	Balanced

Put in the safe is the same entry, with the safe’s cash account in place of the bank account. Brought in from the safe or the bank is the opposite: the drawer’s cash is debited and the other account is credited.

Undoing and cancelling

Undo classification posts the exact opposite of the sorting entry, dated the day you give. The cash entry goes back to Pending review. The drawer’s cash does not change.
Cancel cash movement posts the exact opposite of the original cash entry, dated today. It takes the cash back out of the drawer’s cash.
Cancel with a correcting entry (for a safe or bank move) adds an exact opposite transfer. The original movement stays in the history.

Other rules that apply

Dates. A cash entry and a cash movement are always dated today’s company date. You cannot choose another date.
The drawer count. Once the end-of-day cash count of the drawer is recorded for today, new cash entries and movements are refused. A quick check during the day (a spot count) does not stop them.
The drawer’s own limit. A cash out can never be more than the cash expected in the drawer, whatever your settings say.

Where it shows up

Place	What changes
Cash expected in the drawer	Goes up with every cash in and down with every cash out, as soon as you save. This is the figure the count at closing is checked against
Register close and slip	Cash in and Cash out include both kinds of record. Safe drops also show as Of which safe drops
Register closes report	The cash out is split into Safe drops, Other cash out and Unclassified cash out. Cash entries that were paid out always appear under Unclassified cash out, whether or not the office has sorted them
Cashbook of the drawer	Cash entries appear as “POS cash in / out”. Moves appear as “Financial transfer”. Sorting and undoing appear as “Cash classification” and “Cash classification undo”
Cashbook of a bank or safe account	A move to or from it appears as a transfer. A sorted entry appears as a classification
Day book	Types “POS cash in / out”, “Cash classification” and “Transfer”
Balance sheet	Pending POS Cash holds the cash not yet sorted. It is empty when every entry is sorted
Profit and loss	After sorting, the expense categories that the cash was sorted to. A cash entry that is not yet sorted is in no expense
VAT return (Detailed Reports › Tax)	Only the purpose “Expense (paid now) with a VAT receipt” claims VAT
Supplier or purchase balance	Only when the purpose pays a bill or stock purchase. Undoing the sorting reopens it
Employee advance balance	Staff advances given and returned through Cash review
Cash review list	Each entry with its status. A banner on other back-office screens counts the entries waiting

For how the count at closing uses these figures, see Opening and closing. For cash taken in sales, see Selling and Taking payment.

What the app blocks

These checks happen before anything is saved. A refused entry leaves nothing behind.

In the cash entry form

Situation	What you see
No amount, or more than 2 decimals	Enter an amount with up to 2 decimals.
An amount of zero	Enter an amount greater than zero.
Reason shorter than 3 characters	Enter a short reason.
A cash out of more than the drawer holds	The cash entry was not saved. Correct any highlighted fields and try again. and, under the amount, Enter an amount within the available drawer cash.
The register is no longer open for you	This register cannot accept cash entries. Refresh POS to check your assigned open register. A Refresh POS button appears
The drawer was counted for the day	This drawer has been counted or reconciled, so its physical cash cannot be changed.
Today is in a locked period	Today’s accounting period is locked. Ask a manager to resolve the period lock before recording drawer cash.
Your role cannot record cash here	You cannot record cash for this register.

In the cash movement form

Situation	What you see
No counter account chosen	Select a valid counter account.
No amount, more than 2 decimals, or zero	Enter an amount with up to 2 decimals. or Enter an amount greater than zero.
Reason shorter than 3 characters	Enter a short reason.
A cash out of more than the drawer holds	Cash movement was not posted. and, under the amount, Cash out exceeds the drawer cash.
The register is not open	Open this register session before recording a cash movement.
The drawer was counted for the day	This Cash account has already been counted for the company day.
Your role cannot record this movement	You cannot record this movement.

In Cash review

Each message is followed by a short next step, such as “Choose a different account.”

Situation	What you see
A date before the entry, after today, or in a locked period	This date is outside the allowed open accounting period or register window.
Sorting an entry that is already sorted	Undo the active classification before choosing another action.
An account that is not a valid expense category	Choose an eligible expense account for this cash out.
An account that is not valid owner or loan money	Choose an eligible owner or loan account for this cash direction.
A new expense bill whose total is not the cash amount	The new expense bill must be valid and its gross total must equal the cash out.
A bill that is paid, or has less due than the cash	That supplier bill is no longer available for this settlement. Reload eligible bills.
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.
A transfer 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.
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.
Undoing an advance after the employee returned part	This employee has already returned part of this advance. Undo the returned money first, then undo the advance.
Cancelling when the register is closed or the date is not today	This date is outside the allowed open accounting period or register window.
Cancelling a cash in that the drawer has already spent	The drawer does not have enough available cash for this movement.

The rule for cash below zero

Two settings in Settings › Accounting rules decide what happens when a payment would take an account below zero.

Don’t let cash go below zero. It is off by default. When it is on, Cash on Hand, Petty Cash and the cash drawers cannot go below zero in the books. Money coming in is always allowed.
If a payment would take a bank account or cash below zero. The choices are Block (the default), Allow a manager with a reason and Warn only. Cash follows this choice only while the first setting is on. A bank account always follows it.

At the till this means:

With Block, a cash movement that would take a cash or bank account below zero is refused. The message names the account and says what to record first: 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.
With the first setting on, a cash in can take money from a shared account such as Cash on Hand. It is refused when that account holds too little. The message names the account.
With Allow a manager with a reason, the message ends “Or ask a manager to approve it with a reason.” A person who may approve is asked for a reason, and the movement is then saved. Everyone else sees the refusal.
With Warn only, the movement is saved and a warning names the account and the day it went below zero.
The same rule can refuse a transfer in Cash review, because that sorting takes money from or adds money to another account.

A cash out is also limited by the cash expected in the drawer, with or without these settings.

Warnings that do not stop saving

Under Warn only, the movement is saved and the app tells you which account is below zero, and from which day.

Who can do it

Action	Admin	Manager	Cashier
Save a cash entry (Paid out, Added to the drawer)	Yes	Yes	Yes, on their own register
See the cash entry history of a register	Yes	Yes	Yes, their own register
Move cash to or from the safe or bank	Yes	Yes	No
Edit a movement of a closed register	Yes	Yes	No
Delete a movement, or use Fix amount	Yes	No	No
Cancel a movement with a correcting entry	Yes	No	No
See and sort cash in Cash review	Yes	Yes	No
Undo a classification	Yes	Yes	No
Cancel a cash entry in Cash review	Yes	No	No
Item transfer: transfer and edit	Yes	Yes	No
Item transfer: delete	Yes	No	No
Approve a payment below zero (when your company allows it)	Yes	Yes	No

These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access. Cash in, cash out and safe drops are three separate rights.

Fixing a mistake

A cash entry has the wrong amount or reason, and the register is still open. An admin opens it in Banking & cash › Daily › Cash review and uses Cancel cash movement. It takes the cash back out of the drawer. Then the cashier saves the right entry. This works only on the day of the entry. It is refused if the drawer was counted for the day. A cash in cannot be cancelled if the drawer has already spent it. If the entry was already sorted, press Undo classification first.
A cash entry was sorted to the wrong purpose. A manager or admin presses Undo classification and then sorts it again. The entry goes back to Pending review. A bill or purchase that it paid owes the money again. If the bill itself was reversed, deal with the bill first. If the cash already became supplier advance, it cannot be sorted again.
A cash movement has the wrong amount, and the register is still open. An admin opens More › Safe and bank moves, opens the movement and presses Fix amount. Example: the drawer holds 105.00 from a sale. A cash out of 80.00 was typed instead of 8.00, so the drawer shows 25.00. After Fix amount the drawer shows 97.00. If the corrected movement is refused, nothing changes.
A movement has the wrong account, reason or reference, and the register is closed. A manager or admin opens Detailed Reports › Register closes, opens the close, and goes to Cash movements. They use Edit cash movement. The amount of a cash out cannot change after the close, and it cannot be deleted. An admin puts a wrong amount right with a journal dated today between the counter account and Cash Over and Short.
Edit and Delete are not offered because the date is in a locked period, the bank account was reconciled, or the cash was counted. The screen shows the reason. While the register is open, an admin can try Cancel with a correcting entry. It adds an opposite transfer dated today and leaves the original in the history. It is refused in a locked period, and it is refused if it would leave the drawer short. If it is refused, the movement stays as it is. Ask your administrator.
A cash entry has the wrong amount, and the register is already closed. The entry cannot be cancelled after the close. Sort it for what it was, and ask your administrator how to correct the difference.
A wrong item transfer. Open More › Reports & stock › Item transfer history, open the transfer, and edit its reason or quantities. An admin can delete it. Both are refused once the stock that arrived has been used elsewhere.