Cash Desk - cash register, receipt and expense vouchers
Overview
The Cash Desk module is used to record cash payments in the form of cash receipt and expense vouchers. A company can have several cash registers at the same time (for example a main cash register and separate cash registers for individual branches or cost centres), and access to each one is configured separately. The module continuously calculates the balance of the cash book, lets you approve and sign vouchers, links them to invoices, bank statements, jobs and travel orders, and for companies using double-entry accounting it can post them directly to the accounting journal.
Key Features
- Recording of cash receipt and expense vouchers with automatic balance calculation
- Support for multiple cash registers with separate access for individual users
- Approval of vouchers and electronic signing of cash receipt or payment
- Links to the CRM module, received and issued invoices, bank statements, travel orders and jobs
- Posting of vouchers to double-entry accounting and VAT self-assessment
- Sorting vouchers and their items into income/expense categories for tax records, including bulk category assignment
- Checking the cash register balance in all currencies as of any date
- Attachments for scanned vouchers and custom optional item fields
Access and Settings
Before you start working in the Cash Desk module, you need to have at least one cash register created and have been granted access to it. The following sections describe how to access the module, how to create and configure cash registers, and what access levels the module distinguishes.
How to Access the Cash Desk Module
Open the Cash Desk module by clicking the Cash Desk item in the application's main menu. Above the list of vouchers you will see a panel of tiles – one tile for each cash register you have access to. Clicking a tile activates the given cash register, highlights it, and shows its vouchers in the table below. If you do not have access to any cash register, the module will notify you of this instead of showing vouchers – in that case, contact your rights administrator. If the logged-in user has the necessary permission, a Settings link leading to the module configuration is also shown at the top.
Cash Desk Module Settings
The Cash Desk module settings are available via the Settings link on the module's main screen (or via the application's overall Settings menu, Cash Desk item). Vouchers are always created within a specific cash register, so the first step is to create a cash register – only then, on its tab, can you configure the parameters, access rights and optional fields of that cash register.
Creating and Naming a Cash Register
In the Cash Desk module settings, click the Create a cash register button and enter its Title. For an existing cash register, the name can be changed at any time using the Edit name button in the card header on that cash register's tab. Only after the cash register has been created does its own tab with further settings become available – general parameters, access rights and optional fields.
Cash Register Groups
In the Cash Desk module settings, cash registers can be grouped, for example by branch or cost centre. You create or rename a group in the Create/edit group in cash registers dialog by filling in the Title field. An unneeded group can be removed with the Delete Group button; the cash registers themselves remain in place.
General Cash Register Parameters
On the tab of a specific cash register, in the Cash Desk module settings, fill in the supplier details that are printed on the cash voucher: Customer name, Street, City, Postal Code, Country, Company ID (can be looked up automatically using the button linked to the ARES register), VAT and the VAT payer checkbox. Here you also set the Default currency pre-filled on new vouchers and the Logo inserted into the printed form of the voucher. Each field is saved separately when you leave it or change it, so there is no need for a separate Save button for the whole card.
User Rights to the Cash Register
On the tab of the given cash register, in the Access rights card, you will find a table of users. For each user, check the required access level to the cash register (a description of the individual levels is provided in the Permissions and Access Rights in the Cash Desk Module section below) and, if needed, the Can approve checkbox. The change is saved immediately after checking, with no need for further confirmation.
Optional Item Fields and Numbering Sequences
In the Optional item fields card you can define up to 10 custom fields for voucher items for the given cash register – for each one you choose a Title and type (Yes/No, whole number, decimal number, date, selection from a list with values separated by semicolons) and save it with the Save button. If you leave the field title empty, the field will not be used – note that changing a field that is already in use will irreversibly delete or change the data already entered. On the cash register tab you also set the voucher numbering format separately for the Income document and the Expense document: prefix, year (2 or 4 digits), suffix, number of digits in the sequence number, and the value from which numbering should start. The Last number used this year field shows and lets you manually correct the last number assigned in the current year. The other switches in the general cash register settings (entering a cost centre, custom voucher statuses, the Accounting document dated/number fields, approval, attachments, items, number of decimal places for amounts) are described in detail in the Settings of Individual Cash Registers section in the overview below.
Permissions and Access Rights in the Cash Desk Module
Access to a cash register in the Cash Desk module is configured separately for each cash register, on its settings tab. Six levels are distinguished:
| Access level to the cash register | What the user is allowed to do |
|---|---|
| No access | Cannot see the cash register at all; the tile is not shown to them |
| He sees his documents | Sees only the vouchers they created themselves |
| He sees his own and can create new ones and modify his own | Can also create new vouchers and edit their own |
| Can see all and can create new ones and edit theirs | Sees the vouchers of all users of the cash register, may edit only their own |
| He sees, he modifies, he creates everything | Full access to the vouchers of all users except deletion |
| Can view, edit, create and delete everything | The highest level – can also delete vouchers and view the recycle bin of deleted ones |
A separate flag, independent of the level above, Can approve, determines which users are offered in the selection of the Has to approve field on a voucher and who may confirm approval of a voucher. Only a user with administrator rights for the whole application, or a user who has been assigned administrator rights specifically for this module, may change the Cash Desk module settings (numbering sequences, general parameters, access rights, optional fields). Posting a voucher to double-entry accounting and VAT self-assessment may only be performed by a user with access to the relevant accounting unit in the Accounting module. The Job column and field are shown in the Cash Desk module only to users who have the Jobs module enabled and at least viewing rights to it.
User Interface
The main screen of the Cash Desk module is divided into a panel of cash registers, a collapsible filter, a voucher type switch and the table of vouchers of the selected cash register itself. The following sections describe the individual parts of this interface.
Main Screen of the Cash Desk Module
When you open the Cash Desk module, the Cash Desk heading and a panel of tiles for the individual cash registers appear at the top. After selecting a cash register, a collapsible Filter card appears, followed by a card with the All / Income / Expense switch, which shows only vouchers of the selected type. To the right of the switch are buttons for creating a new voucher, checking the cash register balance, bulk posting of categories (only in tax records) and viewing the recycle bin of deleted vouchers. Below this panel follows the actual table of vouchers of the active cash register.
Filters and Search in the Cash Desk Module
In the Cash Desk module you filter vouchers using the collapsible Filter card, which you confirm with the Search button and reset with the Cancel button. In addition to the filter, there is also a separate Search field above the table for quick full-text search across the entire content of a voucher. The filter offers the following fields:
- Submission date: range from–to
- Created by: the user who created the voucher
- Company from CRM module: the company linked to the voucher
- Status: shown only if tracking of custom voucher statuses is enabled in the cash register settings
- Job: available only if the company has the Jobs module enabled and the user has rights to it
- Links: choice of Invoice issued / Invoice received / Bank statement / No link
- Category P/V and P/V Item Category: only in tax records mode
- optional item fields, if configured for the given cash register
Columns of the Cash Voucher Table
The voucher table in the Cash Desk module shows the following columns: Number (with a book icon for vouchers posted to accounting), Type, Amount, Currency, Date, Balance (running balance of the cash book), Purpose, Paid/Received, Approved by, Beneficiary/Cashier, Centre (if enabled), Status (if enabled), Job (if the module is enabled), Links (links to the associated invoice or bank statement) and Actions. In the Actions column you will find icons for preview, print, edit (only if you have the right), copy (from a certain permission level) and delete (only with the highest permission level for the given cash register). You can also open the voucher detail by clicking its number or type.
Basic Operations
This chapter describes routine work with cash vouchers in the Cash Desk module – creating, editing, copying, printing and deleting them. All procedures start from the tile of the selected cash register on the module's main screen.
Procedure: Creating a Cash Voucher
- On the Cash Desk module's main screen, select the cash register in which you want to create the voucher.
- Click the Expense or Income button, depending on the type of voucher.
- Fill in the required fields: Cash voucher number (pre-filled according to the configured numbering sequence), Receipt date, Total amount (currency and amount in words), Purpose of payment, and, if enabled for the cash register, also Status and Has to approve.
- Optionally fill in Received from / Paid to, Recipient, Centre, links to an invoice, travel order or job, attachments and voucher items.
- Click Save. The voucher will appear in the cash register's voucher list.
Dialog Fields for Creating, Editing and Copying a Voucher
The cash voucher dialog in the Cash Desk module uses the same fields when creating, editing and copying a voucher; only what must be filled in immediately and what can be completed later differs. The following two tables first summarize the required fields of the form and then the optional fields, together with links to other vouchers and modules.
Required Fields of a Cash Voucher
| Field | What is entered in it |
|---|---|
| Cash voucher number | The voucher number, pre-filled according to the configured numbering sequence |
| Receipt date | The date the voucher was issued |
| Total amount | The total amount and currency of the voucher; for VAT rates it is calculated automatically, otherwise from the sum of the items |
| In words | The amount written out in words, filled in automatically |
| Purpose of payment | Free text or a choice from previously used purposes |
| Status | Choice from the configured statuses – required only if enabled for the cash register |
| Has to approve | The user who is to approve the voucher; only users with the Can approve flag are offered – required only if enabled |
Optional Fields and Links of a Cash Voucher
| Field | What is entered in it |
|---|---|
| Amount with VAT 1/2/3 | The amount including VAT split by VAT rate; shown only to VAT payers |
| Received from / Paid to | Company from CRM module |
| Recipient | Name of the person receiving or paying out the cash |
| Centre | Choice of cost centre; a custom value can also be entered |
| Category P/V | Income/expense category, or the "Choose per item" option – only in tax records |
| Attachments | Uploading files, such as scans of the voucher, up to 60 files |
| Accounting document dated / Accounting document number | Date and number of the related accounting document |
| Invoice received / Invoice issued | Link to a specific received or issued invoice |
| Travel order | Link to a travel order |
| Job | Link to a job – only with the Jobs module |
| Items | Individual voucher lines (Text, Amount, VAT rate, Category P/V, optional fields); added with the Add a line button, up to 30 lines |
Procedure: Editing a Cash Voucher
In the Cash Desk module you edit a voucher by clicking the Edit icon (pencil) in the voucher detail or in the list row – this is available only to users with sufficient permission, or to the creator of the given voucher. In the opened form, edit the required fields and save them with the Save button. A voucher that has already been posted to accounting cannot be edited until a reversal of the relevant accounting entry has been created in the Accounting module.
Procedure: Copying a Cash Voucher
In the voucher list of the Cash Desk module, click the Copy icon next to the voucher you want to use as a template. The same form as for editing opens, but without the original voucher's number, dates and attachments. After filling it in and saving, a completely new, independent voucher is created.
Printing a Cash Voucher
You bring up the printable form of a cash voucher with the Print button, available both in the voucher detail and directly in the list row. The printable form of the voucher opens in a new window and printing starts automatically. The supplier details and logo configured in the general parameters of the given cash register are applied on the printed form.
Procedure: Deleting a Cash Voucher
- In the voucher detail or list of the Cash Desk module, click the delete icon.
- Confirm the prompt "Delete? Do you really want to delete this record?".
A voucher that has been posted to accounting cannot be deleted until a reversal of the relevant accounting entry has been created in the Accounting module. Deleted vouchers can later be found in the recycle bin of deleted vouchers.
Approving and Signing Vouchers
In addition to being saved, a cash voucher in the Cash Desk module can also go through signing of the receipt or payment of cash and approval by a responsible person – both functions are enabled in the settings of the given cash register and have their own status badge in the voucher detail.
Signing the Receipt or Payment of Cash
In the cash voucher detail, in the Recipient - signature field, click the Sign button. The current date and time are recorded as the signature, and the voucher is thereby marked as signed. This action may be performed by anyone with access to the detail of the given voucher.
Procedure: Approving a Cash Voucher
If approval is enabled in the cash register settings, a user with approval rights clicks the I agree + sign button next to the Approved - Signature field in the voucher detail. The approval and the name of the approving user are recorded. The button may be clicked either by the user selected on the voucher as Has to approve, or by anyone with the Can approve flag for the given cash register.
Cash Voucher Statuses
A cash voucher in the Cash Desk module carries several independent statuses side by side – accounting, tax, signature and approval status, and possibly a custom company status. An overview is provided in the following table.
| Status | What it means |
|---|---|
| Not posted | The voucher can be edited and deleted; this is the default status of a new voucher |
| Posted | The voucher has been recorded in the accounting journal and can no longer be edited or deleted; any correction must be made via a reversal of the accounting entry in the Accounting module |
| VAT not assessed / VAT assessed | For an expense voucher in VAT self-assessment mode, shows whether the tax has already been assessed |
| Not signed / Signed (recipient) | Whether the recipient or payer has confirmed the receipt or payment of the cash |
| Awaiting approval / Approved | Whether the voucher has been approved by the designated approver |
| Custom status | A free, company-defined voucher status (for example, to be corrected, corrected, to be sent) – only if enabled in the cash register settings |
Advanced Features
In addition to routine work with individual vouchers, the Cash Desk module also offers an overview of the cash register balance as of any date, bulk category assignment in tax records, a recycle bin of deleted vouchers, and notes on a voucher.
Checking the Cash Register Balance as of a Date
On the Cash Desk module's main screen, click the Cash register status as of date button. In the dialog, fill in the Date field and click Recalculate. The cash register balances in all currencies as of the given day will be displayed, calculated from all vouchers of the cash register regardless of the current filter and table sorting.
Bulk Posting of the P/V Category (Tax Records)
Companies keeping tax records can, in the Cash Desk module, bulk-assign the income/expense category to multiple vouchers or their items at once. Open the menu with the Tax records button above the voucher table; the menu is available only in tax records mode.
Bulk Posting of Entire Vouchers
- In the Tax records menu, select Bulk Posting - P/V Categories - Entire Vouchers.
- Select whether these are income or expense vouchers, and choose the category.
- Optionally check Override already set categories.
- Choose the scope: all vouchers matching the current filter, by the selected customer, or manually selected specific vouchers from the list.
- Save – the category will be assigned to the selected vouchers and their items.
Bulk Posting of Items
The procedure in the Cash Desk module is similar to bulk posting of entire vouchers, except in the Tax records menu you select Bulk Posting - P/V Categories - Items. The scope can also be chosen by item text using the "If the invoice item contains" option.
Viewing Deleted Vouchers (Recycle Bin)
You display deleted cash vouchers with the Deleted button above the voucher table in the Cash Desk module. The recycle bin is available only to users with the highest access level for the given cash register (Can view, edit, create and delete everything).
Adding a Note to a Voucher
In the cash voucher detail, click the Add note button, write the text in the Note field and save. The note will appear in the voucher's notes table with the date and name of its author, which keeps a traceable history of communication about the given payment in the voucher.
Attachments to a Cash Voucher
If displaying attachments is enabled in the cash register settings, scanned documents or other files can be uploaded to a cash voucher in the Cash Desk module – up to 60 files per voucher. An attachment may be added or deleted by a user who has permission to edit the given voucher.
Posting to Accounting and VAT Self-Assessment
Companies using double-entry accounting can post a cash voucher from the Cash Desk module directly to the accounting journal of the Accounting module, and, for expense vouchers in VAT self-assessment mode, also assess the tax. Both actions are available only from the voucher detail and only to users with access to the relevant accounting unit.
Posting a Cash Voucher to the Accounting Journal
In the cash voucher detail, click the Post button (book icon), if it is shown – it is shown only if the company has double-entry accounting enabled and the logged-in user has permission to post. After posting, the voucher is marked as posted and can no longer be edited or deleted in the Cash Desk module.
VAT Self-Assessment
For expense cash vouchers in VAT self-assessment mode, the Calculate VAT button (scales icon) is shown in the voucher detail. After clicking it and the assessment being made, the "VAT assessed" badge is shown on the voucher. The button may be used by the same group of users as for posting the voucher.
Editing and Deleting a Posted Voucher
Once a cash voucher has been posted to accounting, the Cash Desk module blocks any further editing or deletion of it. Attempting to save an edit displays the message "The cash voucher has already been posted to the accounting journal (record no. X). Under §16 zákona č. 563/1991 Sb., o účetnictví (the Czech Accounting Act), a posted voucher cannot be changed. To make a correction, create a reversal of the accounting entry in the Accounting module." Attempting to delete such a voucher displays the message "The document has been posted—first create a reversal entry." In both cases, the solution is to create a reversal of the original accounting entry in the Accounting module and only then correct or delete the voucher in the Cash Desk.
Integration with Other Modules
In practice, a cash voucher in the Cash Desk module is rarely used in isolation – it usually documents a payment related to another voucher or company recorded in the application. The following overview summarizes which modules the Cash Desk connects with and what data it exchanges with them.
- CRM: the cash voucher is linked to a specific company from the CRM via the Received from / Paid to field; you can filter by the Company from CRM module field
- Bank statements: a cash voucher can be matched with a bank transaction; the match is shown in the voucher detail in the Links section, and also as the Links → Bank statement filter option
- Received and Issued Invoices: a cash voucher can represent payment of a specific received or issued invoice – the link is set in the voucher dialog and is reflected in both the Links filter and the Links column in the list
- Travel Orders: a cash voucher can be linked to a travel order, depending on which version of this module the company has enabled
- Jobs: a cash voucher can be assigned to a specific job; it appears as a column and filter, available only to users with access to the Jobs module
- Accounting (Double-Entry): a cash voucher can be posted directly to the accounting journal, and for expense vouchers in self-assessment mode VAT can be assessed; correcting a posted voucher goes through a reversal in this module
- Tax Records: cash vouchers and their items can be sorted into income/expense categories, including bulk category assignment to entire vouchers or just to items
- ARES: in the cash register settings, the supplier's name, address and VAT number for the printed form of the voucher can be looked up automatically by Company ID
- Files and Attachments: scanned documents can be attached to a cash voucher; they can later be viewed and deleted if the user has permission to edit the voucher
Troubleshooting
This chapter summarizes the error messages you may encounter during routine work with cash vouchers in the Cash Desk module, their explanation and the recommended remedy. It also contains frequently asked user questions and a few practical tips for simplifying work with cash vouchers.
Common Error Messages in the Cash Desk Module
| Message | When it occurs and what to do |
|---|---|
| "The cash voucher has already been posted to the accounting journal…" | An attempt to save an edit to an already posted voucher – first create a reversal of the accounting entry in the Accounting module |
| "The document has been posted—first create a reversal entry." | An attempt to delete a posted voucher – the solution is the same as above |
| "You don't have permission" | An attempt at bulk posting of the P/V category without sufficient rights to the given cash register – contact your rights administrator |
| "Select income or expenditure" | No voucher type was selected in the bulk posting – complete the selection |
| "Select a category" | No category was selected in the bulk posting – complete the selection |
| "Invalid category" | The selected category does not belong to the accounting unit of the given cash register – choose a valid category |
| "You can upload up to 60 files." | An attempt to upload more than 60 attachments to a voucher – reduce the number of files being uploaded |
| Field highlighted by the browser | The form was submitted with an empty required field (voucher number, date, amount, in words, purpose of payment, or status and has to approve if applicable) – fill in the highlighted field |
Frequently Asked Questions (FAQ) about the Cash Desk Module
Question: Why can't I edit or delete a cash voucher?
Answer: The voucher has probably already been posted to accounting. Under the Accounting Act, a posted voucher cannot be changed – make the correction via a reversal of the accounting entry in the Accounting module, and only then edit or delete the voucher in the Cash Desk.
Question: How many attachments can be uploaded to a cash voucher?
Answer: Up to 60 files per voucher, and only if displaying attachments is enabled in the settings of the given cash register.
Question: What does the Links column in the voucher list mean?
Answer: It shows that the cash voucher is matched with a bank transaction, a received invoice or an issued invoice. Vouchers can also be filtered by the link.
Question: Why isn't the Job field shown on my voucher?
Answer: The Job field and column are shown in the Cash Desk module only to users who have the Jobs module enabled and at least viewing rights to it.
Question: Who can see deleted cash vouchers?
Answer: The recycle bin of deleted vouchers is available only to users with the highest access level for the given cash register – Can view, edit, create and delete everything.
Tips for Efficient Work with the Cash Desk Module
- Tip: To quickly find out how much cash is in the register on a given day, use the Cash register status as of date button instead of manually adding up vouchers.
- Tip: A voucher that recurs often (for example a regular advance payment) is created faster by copying an existing voucher than by filling in the whole form again.
- Tip: In tax records, you save time by bulk posting the P/V category on multiple vouchers at once, instead of setting the category manually for each voucher separately.
- Note: In the mobile app you can photograph a receipt, and the system uses artificial intelligence to automatically recognize the supplier, voucher number, date, amount, VAT and payment method, and offers them to fill in the cash voucher.
- Note: The In words field, and for VAT rates also the Total amount field, are calculated automatically – if the amount does not match, first check the VAT rates entered or the voucher items.