Registers
Record Cash Book Money In and Money Out Entries
Cash Book is an expense ledger for non-sale money records. It is separate from a register's Cash In/Out controls and must be used carefully because dashboard expense totals sum every entry amount.
- Menu path
- Manage -> Core Settings -> Cash Book, Add -> Expense or Cash Book Entry
- Verified from
- Posnic demo and current POS source reviewed on 2026-09-08
Technical source evidence
Live local POS Manage -> Cash Book and Add Cash Book Entry audited 2026-09-10, frontend/modules/settings_write.html Cash Book pane and toolbar, frontend/modals/expense.html Add Cash Book Entry fields, frontend/static/script/js/modules/js/expenses.js, api/src/middleware/validation.js effective save validation, api/src/repositories/expense.repository.js storage, branch scope and deletion backup, api/src/models/dashboard.model.js Cash Book amount aggregation, api/src/repositories/register.repository.js separate register Cash In/Out tally, frontend/static/script/js/modules/js/settings.js module_cashbook_enable
What Cash Book Is For
Cash Book is the expense ledger for non-sale money records. It can support an audit, but saving here does not add to or subtract from an open register's expected cash. Use the register Cash In/Out workflow when the till balance itself must change.
- Use Money Out to classify an expense or outflow recorded in this ledger.
- Money In is available as a label, but it does not increase register expected cash.
- In the current dashboard calculation, every Cash Book amount is summed as an expense regardless of Money In or Money Out. Do not record owner deposits as Money In here when the shop relies on Cash Book for profit calculations.
- Do not use Cash Book to fix a wrong sale. Correct the sale in Sales History when the sale is wrong.
- Do not use Cash Book as a private note area; every entry should be explainable during close.
- Enable the Cash Book feature only for roles that are allowed to record drawer movement.
Cash Book Versus Register Cash In/Out
| Need | Use | Effect |
|---|---|---|
| Record an operating expense for reports/profit review | Cash Book Money Out | Creates an expense-ledger row for the active branch. |
| Add change money to an open drawer | Register Cash In | Changes that register's expected Cash tally. |
| Remove cash for a bank drop or drawer payout | Register Cash Out | Changes that register's expected Cash tally. |
| Correct a wrong sale payment | Sales History correction | Keeps the customer transaction and payment evidence together. |
| Record a supplier invoice and received stock | Purchase | Updates purchase history and inventory according to receiving status. |
Create a Cash Book Entry
- Open the Cash Book entry screen from Manage -> Core Settings -> Cash Book or the Add shortcut when available.
- Confirm the Date is correct for the shift.
- Enter the Amount.
- Choose Type: Money In or Money Out.
- Enter a Category that groups the reason, such as Petty cash, Supplies, Owner deposit or Drawer correction.
- Enter Recipient Name when money is paid to a person or business.
- Enter Approved-by when the shop requires authorization.
- Enter an Expense Note that explains the reason clearly.
- Save the entry.
- Review the entry during daily close with the physical cash count.
Required Fields and Meaning
| Field | Use | Operator rule |
|---|---|---|
| Date | Ties the entry to a shift or business day. | Do not backdate without owner approval. |
| Amount | The cash value added or removed. | Count the money before saving. |
| Type | Money In or Money Out. | Choose from cash direction, not from whether the reason feels positive or negative. |
| Category | Groups similar cash movement. | Use consistent category names. |
| Recipient Name | Records who received or supplied money. | Use a real name when known. |
| Approved-by | Stores authorization evidence. | Required for controlled drawers. |
| Expense Note | Explains the entry. | Write enough detail for the owner to understand later. |
Close-Time Review
Cash Book entries should be part of the close routine. They can explain differences only when the amount, type and note are accurate.
- Compare Cash Book expenses with their receipt or external proof.
- Review Register Cash In/Out separately when reconciling expected drawer cash.
- Investigate any Money In row before relying on dashboard profit or cash-flow figures, because its amount is still included in Cash Book expenses.
- Investigate entries without a clear category or note.
- Review who approved each large or unusual entry.
- Do not use Cash Book to hide missing sale payments.