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Introduction to the Cash In and Cash Out Registers in Standard ERP

The Cash In and Cash Out registers allow you to record cash transactions that are not connected to Invoices or Purchase Invoices. Use the Cash In register for cash receipts (money received by your business) and the Cash Out register for cash payments. The Nominal Ledger consequences of these transactions are handled automatically.

You can choose to enter individual cash receipts on a Customer-by-Customer basis, or you can enter the day's receipts as a single transaction, providing the same Sales and Cash or Bank Account applies to them all. The same is true for cash payments.

Note that the Cash In and Cash Out registers are very similar in their behaviour. These web pages describe both registers, but the illustrations are taken from the Cash In register. Any differences in the Cash Out register will be noted. The generic term "cash transaction" has been used in the parts of this documentation that apply equally to Cash In and Cash Out records.

You can enter records to the two registers in two ways:

  1. You can enter records directly to the Cash In and Cash Out registers;

  2. You can create cash transactions from Invoices, Purchase Invoices, Receipts and Payments using the 'Cash In' and 'Cash Out' functions on the Create menus in those windows. This will be useful in countries where incoming cash transactions need to be recorded together using a sequential number series, and outgoing cash transactions need to be recorded together as well. If you want these functions to create cash transactions from Invoices that are Cash Notes (Invoices with Payment Terms of the "Cash" type) only and from Receipts and Payments with "Cash" type Payment Modes only, select the Cash Collection option in the Cash Book Settings setting.
To open the Cash In register, first ensure you are in the Cash Book module using the [Switch Module] button in the Navigation Centre. Then, if you are using Windows or macOS, click the [Registers] button in the Navigation Centre and double-click 'Cash In' in the resulting list. If you are using iOS or Android, tap the [Registers] button in the Navigation Centre and then tap 'Cash In' in the 'Registers' list.

To open the Cash Out register, follow the procedure described in the previous paragraph and double-click or tap 'Cash Out' in the 'Registers' list.

Depending on which register you have opened, the 'Cash In: Browse' or 'Cash Out: Browse' window will appear, listing the Cash In or Cash Out transactions you have already entered.

In this window, the Cash In or Cash Out Number of each cash transaction will be shown in the left-hand column, followed by a tick (if a cash transaction has been marked as OK), by the Date, the Specification (comment), the total value of the cash transaction and the Currency.

If you are using Windows or macOS, you can change the sort order by clicking on the headings. To reverse any sort, simply click once again on the column heading. The current sort order is marked by the column heading being coloured blue. If you are using iOS or Android, tap on the column heading and choose the sort order you need. Repeat the procedure to reverse the sort.

To search for a particular record, first sort the list by the column that you want to use for the search. Then, enter the text that you want to find in the Search field in the top of the window (in the top right-hand corner if you are using Windows/macOS) and press the Return key (macOS) or Search (iOS/Android). The first record containing a match for your search string will be highlighted (if you are using Windows, a match will be highlighted as you type each character). For example, to search for cash transactions with a particular date, sort by Date before entering the Date (or the first few characters) in the Search field.

If you are using Windows or macOS, there will be three buttons in the top left-hand corner of the browse window. These are part of the Limited Access feature. You can use them as follows (Windows versions of the buttons illustrated on the left, macOS on the right):

Lists all cash transactions.

Lists cash transactions belonging to members of the same Sales Group as the current user.

Lists cash transactions belonging to the current user (i.e. cash transactions in which the Person field contains the Signature of the current user).
You can also prevent a user from seeing all cash transactions in the list by restricting their view to their own cash transactions or to those of their Sales Group.

Please refer to the page describing the 'Access' card of the Person register for full details about the Limited Access feature.

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The Cash In and Cash Out registers (Cash Transactions) in Standard ERP:

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