Banking and cash

Where

Financials → Banking → Bank Accounts

Plan

All plans

Permission

Banking → Bank Account

How to add a bank account

1. Go to Financials → Banking → Bank Accounts and click New account.
2. Type the Account number — the only required field — and the Branch name.
3. Pick the Ledger account. Do not skip this; without it you cannot reconcile.
4. Set the Account type: Savings, Current or Mobile money.
5. Click Save.

If you cannot see the New account button

It is controlled by the chart of accounts permission, not the bank-account one. Someone who can view bank accounts but not edit the chart of accounts gets a read-only list.

How to bank the day’s takings

The cash passes through four screens. Nothing joins them up for you.

1. Cash leaves the drawer for the safe

On Financials → Cash & Till → Till Sessions, open the row menu of the session, click Till activity, go to Drawer events and click Add event. Choose Safe drop and enter the amount.

2. Hand the cash to the office

1. Go to Financials → Cash & Till → Cash Submissions and click New submission.
2. Enter the Amount and the Submission date.
3. Pick Submitted by and Received by.
4. Under Denomination breakdown, click Add denomination for each note and coin: Type, Denomination, Count and Amount.
5. Click Save.

The denominations are not added up or checked

Nothing multiplies the count by the denomination, and nothing compares the breakdown to the Amount you typed. Both can disagree and the submission saves happily.

Total it yourself before you save.

3. The office accepts it

Open the submission’s row menu, click Change status and choose Received. The app records who accepted it.

4. Pay it into the bank

1. Go to Financials → Banking → Bank Deposits and click New deposit.
2. Pick the Bank account and enter the Amount and Deposit date.
3. Set the Source method.
4. Put the submission number in Reference — see the warning below.
5. Click Save, then Post to GL from the row menu.
6. When the money shows on your bank statement, use Change status → Confirmed.

Nothing links the deposit back to the submission

The deposit form has no “from submission” picker and the submission screen has no “bank this” action. Nothing checks that what you banked matches what was handed in.

Type the submission number into the deposit’s Reference every time. It is the only thread between the two, and without it a shortfall between the till and the bank is invisible.

Recording a withdrawal works identically, under Bank Withdrawals.

How to reconcile your bank statement

Two screens sound like they do this — only one really does

Bank statements is where the work happens: import the file, auto-match, book the charges.

Bank Reconciliations is a separate, entirely manual worksheet where you type balances and reconciling items by hand. The two do not talk to each other at all. Use Bank statements.

1. Go to Financials → Banking → Bank statements and click Import statement.
2. Pick the Bank account and the Format — CSV, OFX, MT940 or CAMT.053.
3. Click Choose file and pick the file your bank gave you.
4. Click Save. You are told how many lines were imported, already held, unreadable, and matched automatically.
5. The statement opens showing Book balance, Statement balance, Unmatched movement and Difference, with either Balanced or a count of open lines.
6. Click Auto-match. Only entries with an exactly matching amount are offered, and the Confidence column shows how well the date and reference agree.
7. Work the remaining lines from each row menu:
   • Match… — pick the deposit, withdrawal, cheque or ledger entry it belongs to.
   • Book to the ledger… — for bank charges and interest that have no document. Pick the Account and save; this creates the accounting entry for you.
   • Exclude — for lines that are not yours to reconcile.
8. When the difference is zero, use Change status → Reconciled.

Reconciling needs a connection, and CSV may not work out of the box

Every action on this screen is done on the server, so none of it works offline.

If your bank’s CSV columns are not in the expected order you need a Column mapping profile — and there is no screen anywhere in the app to create one. The dropdown can only pick profiles that already exist. If your CSV will not import, try OFX or MT940, or ask support to set a mapping up.

Deleting a statement warns you that matched entries stay in the ledger. That is true — anything you booked with Book to the ledger is not reversed by deleting the statement.

How to run a petty cash float

1. Go to Financials → Cash & Till → Petty Cash Funds and click New fund.
2. Type a Name, pick the Custodian, and set the Opening balance and Maximum limit. Save.
3. To spend from it, open the row menu and click Transactions, then Record transaction.
4. Choose Expense, enter the Amount, pick the Expense category and the Payee, and attach the receipt. Save.
5. Click Post to GL on the row to put it in your accounts.
6. To top the float up, record a Replenishment transaction and set the fund’s status to Replenished.

Staff advances live under Cash Advances, moving through Requested → Approved → Disbursed → Reconciled via Change status.

Two things on cash advances do not work

The Reconciled amount and Balance columns can never change — there is no field to set them and allocations are not totalled into them, so the balance always shows the full advance.

Expense reference on an allocation wants a long internal identifier, not a description. There is no picker, and anything else is rejected.

How to check the tills balanced

1. Go to Financials → Cash & Till → Till Sessions.
2. Read across the row: Opening cash, Expected cash, Closing cash and Variance. Any non-zero variance is what you chase.
3. Open the row menu and click Till activity for the detail:
   • Transactions — every cash sale, refund, pay in, pay out and adjustment.
   • Drawer events — No sale, Cash in, Cash out, Pay in, Pay out, Safe drop, Safe pickup, plus the open and close.

No sale events are worth scanning for: a drawer opened with no sale behind it.

Cash Drawer Events opens the same screen

The menu has both Till Sessions and Cash Drawer Events, and they open the identical list. There is no separate drawer-event screen — events are only visible inside Till activity on a session.

Nothing here can be edited or deleted once recorded. Corrections are made with another transaction.

What to watch out for across all of these

Cancelling a posted deposit does not reverse the accounting

Change status → Cancelled writes the status and nothing else. A cancelled deposit stays posted in your ledger, and there is no reverse action on the screen.

The same is true of a posted petty cash transaction. Corrections need a manual journal entry, or an Adjustment transaction on the fund.

• “Posted to the general ledger” can be untrue. If the posting profiles are missing or the record has no location, the message still appears and nothing posts. Check the Posted badge.
• A deposit awaiting approval shows a raw status code instead of readable text, and refuses edits and deletes until decided.
• Clearing a cheque does no accounting. The cheque register is a tracking log — the money must be recorded separately as a payment or a deposit.
• The “For date” column on deposits is always empty — there is no field for it.

Related

• Setting up your books
• Selling at the till — opening and closing a shift
• Income and expenses