Create Menu - Invoice - Cash In

This page describes the 'Cash In' function on the Create menu in the Invoice record window. If you are using iOS or Android, the 'Cash In' function is on the + menu.


In some countries, incoming cash transactions need to be recorded in a single register using a sequential number sequence. In Standard ERP, the Cash In register in the Cash Book module is used for this purpose. If an Invoice is a Cash Note, you should use the 'Cash In' function to record it in the Cash In register.

You can also use the 'Cash In' function to record a cash payment against an Invoice, as an alternative to creating a Receipt.

Before you can create a Cash In record from an Invoice, you must mark the Invoice as OK and save. Then select 'Cash In' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). The following window will appear, in which you can create a new Cash In record:

A new record will be opened in a window entitled 'Cash In: New'. This means that it has not yet been saved. After amendment if necessary, save the record in the Cash In register by clicking the [Save] button (Windows/Mac OS X) or tapping √ (iOS/Android) in the Button Bar. You can then close it using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). Alternatively, if you no longer require the Cash In record, click [Cancel] or tap <. In either case, you will be returned to the Invoice window.
The Payment Mode in the Cash In record will be chosen as follows:
  1. If you entered a Payment Mode in the Payment Terms field in the Invoice (or if there is a Payment Mode with the same Code as the Payment Term in the Invoice), this will be transferred to the Cash In record.

  2. If you added a cash payment to the Invoice using the 'Add Cash Line' function on the Row menu, the Payment Mode from that payment will be used.

  3. Otherwise, a default Payment Mode will be brought in from the Cash Book Settings setting in the Cash Book module.
A default Expense Account will also be taken from the Cash Book Settings setting. If you have not specified any defaults in that setting, you will need to enter a Payment Mode and Expense Account to the Cash In record before you can save it.

If you tick the OK box and save the Cash In record, a Nominal Ledger Transactions will be generated from it automatically, if you have so determined in the Sub Systems setting in the Nominal Ledger, in the Payment Modes setting and in the setting, because VAT will already have been posted from the Invoice.

You can create Cash In records from Invoices of all kinds, but if you only want to be able to create them from Cash Notes (Invoices with "Cash" Type Payment Terms), select the Cash Collection option in the Cash Book Settings setting. The Cash Collection option also prevents you creating more than one Cash In record from an Invoice, prevents you changing the value of the Cash In record (i.e. it ensures the values of the Invoice and the Cash In record are the same), and also prevents you from deleting the Cash In record after you have saved it for the first time.

If you create a Cash In from a Cash Note, the matrix on the 'Payments' card of the Cash In will be empty. This is because a Cash Note is automatically treated as paid, and so the purpose of such Cash In records will be to record cash payments in a single place and to ensure the cash payments are posted to the correct Account. If you create a Cash In from an Invoice that is not a Cash Note, it will be assumed that the purpose of the Cash In is to receive a cash payment against the Invoice. Therefore in this case the details of the Invoice will be copied to the first row of the matrix on the 'Payments' card of the Cash In record. The Type in this row will be "Invoice" so, when you mark the Cash In as OK and save, the Invoice will be treated as paid to the value of the cash payment. This will be visible in the Invoice Status report.

Please refer here for full details about the 'Cash In: New' window and here for details about the 'Create Collection Cash In' Maintenance function, which allows you to create Cash In records from Invoices in batches. It will only create Cash In records from Invoices that are Cash Notes.

This function requires the Cash Book module to be present.


The Invoice register in Standard ERP:

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