Registers

Create a Cash Book Entry for Money In or Money Out

The Add Cash Book Entry panel is the daily form for non-sale cash movement. The required fields are date, amount, type and note; optional fields make the entry easier to audit later.

Menu path: Manage -> Cash Book -> New Entry or Add -> Expense
Verified from: Posnic demo and current POS source reviewed on 2026-09-08

Technical source evidence

Live local POS Add Cash Book Entry panel audited 2026-09-10, frontend/modals/expense.html field ids expenses_date expenses_amount expenses_type expenses_category expenses_recipientname expenses_approvedby expenses_expensesnote, frontend/static/script/js/modules/js/expenses.js showAdd expenses validForm and saved-record link, api/src/middleware/validation.js server limits, api/src/repositories/expense.repository.js stored fields and audit metadata, api/src/models/dashboard.model.js amount aggregation, frontend/layouts/header.html expenses_new_shortcut

Add Cash Book Entry panel with required date amount type and note fields — **Add Cash Book Entry**The live panel captures Date, Amount, Type, Category, Recipient Name, Approved-by and Expense Note; it was rechecked on 2026-09-10.

Cash Book empty state with New entry instruction — **Cash Book list**Use New Entry from Cash Book, or the Add menu shortcut, before any entry appears in the list.

Expense Reports page where saved entries are reviewed — **Report result**Saved entries feed the Expense Details report for the same branch and date range.

Choose Cash Book Only for the Right Record

Creating a Cash Book entry does not update the open register's expected cash and does not replace a sale, purchase or register Cash In/Out entry. The current dashboard sums the amount of every Cash Book row as an expense without reversing Money In rows.

Use Cash Book Money Out for a genuine operating expense that belongs in expense reporting.
Use Register Cash In/Out when physical drawer cash changes and the close tally must follow it.
Use Purchase for supplier stock and invoice costs.
Use Sales History to correct a wrong customer payment or sale.
Treat Money In as a classification label only in the current release; ask the owner or accountant before using it.

Use the Right Type

The Type field is about cash direction, not emotion or accounting wording. Choose the direction of the money movement at the till.

Type	Use it when	Example
Money In	A non-sale inflow is being classified in the Cash Book ledger.	Use only under an owner-approved accounting policy; it does not increase register expected cash and its amount is still included in current dashboard expenses.
Money Out	An operating expense or other approved outflow belongs in expense reporting.	Receipt rolls or petty expense. Use Purchase for supplier stock and Register Cash Out for a drawer or bank drop.

Create the Entry

Open Manage -> Cash Book.
Click New Entry, or use the top Add menu and choose Expense.
Check the Date. The default is current date/time.
Enter Amount from the receipt or approved source document. Although zero is technically accepted, cancel instead of saving a zero-value record.
Choose Type: Money In or Money Out.
Enter a consistent Category.
Enter Recipient Name when money was paid to or received from a person or business.
Enter Approved-by when the shop requires manager approval.
Write an Expense Note that explains the reason.
Click Save.
Use Open it, if shown, to review the saved record.
Confirm the active branch, saved direction, amount, date and note, then retain the external receipt according to shop policy.

Validation Rules

Field	Required	Source rule
Date	Yes	Must be a valid Posnic date/time.
Amount	Yes	Must be numeric and zero or greater. The UI limits entry length, but zero-value rows should not be used operationally.
Type	Yes	Select Money In or Money Out.
Category	No	When used, 3 to 20 characters.
Recipient Name	No	When used, 3 to 20 characters.
Approved-by	No	When used, 3 to 20 characters.
Expense Note	Yes	The form says 3 to 500 characters, but the current API rejects more than 255. Keep the saved note between 3 and 255 characters.

What Save Records

A successful save stores the amount, type, business date, category, recipient, approved-by text, note, active branch and signed-in creator. Created and updated timestamps are added automatically. The form clears after saving and exposes an Open it link to the newest record.

Approved-by is free text; typing a manager name does not request or prove that manager's approval.
The form has no receipt attachment field. Keep proof in the business's external filing process.
The saved entry does not identify a register and does not alter its payment tally.
No receipt is printed automatically.
Expense write permission is required; read permission is needed to reopen and review the result.

Writing a Useful Note

Include what happened, not just one word like cash.
Mention the receipt or proof kept outside Posnic when applicable.
For Money Out, say why the drawer cash left.
For Money In, say where the extra cash came from.
Do not put card settlement, UPI reference or sale correction work here unless the owner explicitly uses Cash Book for that policy.

Verify the Entry End to End

Click Open it after saving and compare Date, Amount, Type, Category, Recipient, Approved-by and Expense Note with the source proof.
Confirm Created Date and Updated Date are reasonable for the operator action.
Return to Cash Book and verify the row appears for the active branch and selected date range.
Open Reports -> Money -> Cash Book and verify the reporting period includes the row.
When Profit & Loss includes Cash Book is enabled, confirm the owner understands that this amount contributes to expenses regardless of its Type label.
If drawer cash changed, separately verify the open register's Cash In/Out entry and expected Cash tally.

Troubleshoot Entry Creation

Problem	Likely reason	Action
Cash Book is missing	The Cash Book feature is disabled or the user lacks Expense access.	Enable the module with approval and review Expense permissions.
Save says validation failed	Amount or note is invalid, or the note exceeds the API's 255-character limit.	Use a numeric non-negative amount and a 3-to-255-character note.
Date is rejected	The text does not match Posnic's active date/time format.	Use the date picker and verify the displayed value before saving.
Saved row is not visible	A different branch, date range or list filter is active.	Confirm branch, clear filters and refresh the Cash Book list.
Drawer expected cash did not change	Cash Book does not post register Cash In/Out.	Record the authorized movement in the open register workflow.
Profit looks lower after Money In	The dashboard currently sums all Cash Book amounts as expenses.	Review the row with the owner; correct the accounting workflow rather than hiding the entry.
Approved-by is disputed	The field is typed text, not authenticated approval.	Use the shop's manager authorization evidence and correct the record according to policy.