Registers

View, Edit, Reset and Delete Cash Book Entries

Use the row action menu to verify a saved Cash Book entry, correct an inaccurate field, reload its persisted values with Reset, or remove an approved mistake. Editing changes the live accounting record; deletion first backs it up to Recycle Bin and then removes it from the Cash Book list.

Menu path: Manage -> Cash Book -> row actions
Verified from: Posnic demo and current POS source reviewed on 2026-09-08

Technical source evidence

Live local POS populated Cash Book list, Expense Details and Edit Cash Book Entry audited 2026-09-10, frontend/modules/expenses.html expenses_view detail modal, frontend/modals/expense.html edit fields and Reset/Update controls, frontend/static/script/js/modules/js/expenses.js showDetails viewExpensesData showEdit editExpenses resetEditButton showDelete deleteSelectedExpense, api/src/services/expense.service.js update and delete flow, api/src/repositories/expense.repository.js preserved creation metadata and recycle-bin-backed deletion, frontend/static/script/js/modules/js/users.js expense permissions

Live Posnic Cash Book list with a Money Out entry and three-dot action menu — **Find the saved entry**This live 2026-09-10 capture shows the active-branch list. Open the three-dot action menu at the right of the row to View, Edit or Delete.

Live Expense Details modal showing Cash Book transaction and audit fields — **Verify the complete saved record**Expense Details shows the business date and amount, classification fields, note, and separate Created Date and Updated Date audit timestamps.

Live Edit Cash Book Entry side panel with Reset Close and Update buttons — **Correct an entry**Edit reloads the persisted values into the same field set used for creation. Reset fetches those saved values again; Update writes the correction.

Open a Saved Entry

Open Manage -> Cash Book.
Filter until the row is visible.
Select the three-dot action menu at the far right of the row.
Choose View Expense.
Read Date, Amount, Type, Category, Recipient Name, Approved by, Expenses Note, Created Date and Updated Date.
Compare the amount and direction with the receipt, voucher or approval evidence.
Close the detail modal after review.

Understand the Three Dates

The record carries one business date and two system audit timestamps. They answer different questions and should not be treated as interchangeable.

Field	Meaning	Operator use
Date	The transaction date selected on the Cash Book form.	Use it to place the movement in the intended operating day and reports.
Created Date	When Posnic first saved the record.	Investigate entries recorded late or entered after close.
Updated Date	When Posnic last changed the record.	Identify a later correction; it initially matches Created Date.

Edit an Entry

Edit only when the cash movement is real and one recorded field is wrong. If the original entry should remain as evidence, create a correcting entry instead according to owner policy.

Open the row action menu.
Choose Edit Expense.
Review the existing values loaded into the panel.
Change only the incorrect fields.
Use Reset before Update when you want to discard every unsaved change. Reset fetches the currently persisted record again; it is not an undo after Update.
Click Update.
Open the row again and verify the detail modal, especially Type, Amount, Date and Updated Date.

What the Detail Modal Shows

Detail	Why it matters	What to check
Date	Places the entry in the shift or business day.	Wrong dates can distort reports.
Amount	Stores the value of the non-sale money record.	Must match receipt or approval evidence; Cash Book does not itself change register expected cash.
Type	Classifies Money In or Money Out.	Wrong direction reverses the meaning.
Category	Groups the reason.	Use the agreed category list.
Recipient Name	Names who received or supplied money.	Avoid blanks for payouts.
Approved by	Stores the typed approver label.	It is free text, not proof that the named user logged in or approved the entry.
Expenses Note	Preserves the reason and supporting context.	Make it specific enough to match the retained receipt or voucher.
Created/Updated Date	Shows when the record was created and last changed.	Useful when investigating late entry or later edits.

Delete One Entry

Delete only duplicate, training or mistaken entries approved for removal.
Do not delete real entries to hide cash differences.
The current delete implementation copies the document to Recycle Bin, then permanently removes it from the live expenses collection. It is no longer included in the Cash Book list or current totals.
Recycle Bin must be enabled and accessible before staff can rely on a restore workflow.
Export the row or retain a report first when the business keeps correction evidence outside Posnic.
Review Cash Book Reports after deleting or editing a row.

Open the three-dot action menu for the exact row.
Choose Delete Expense.
Read the confirmation and verify the amount, type and description against the detail modal or retained evidence.
Confirm only when removal is authorized.
Refresh or filter the Cash Book list and confirm the live row is gone.
Check Recycle Bin when policy requires proof that the backup exists.

Edit Versus Correcting Entry

Situation	Preferred action	Reason
Typing error found before close	Edit the incorrect field and verify Updated Date.	Keeps the live record accurate while preserving creation metadata.
Unsaved edits are wrong	Select Reset.	Reloads the saved record before anything is written.
Real movement needs an auditable reversal	Keep the original and create an owner-approved opposite/correcting entry.	Preserves the original event and a visible correction trail.
Duplicate or training row	Delete after approval.	Removes it from live totals while Posnic creates a recycle-bin backup.
Sale or refund is wrong	Correct it in Sales History, not Cash Book.	Cash Book does not repair the sale transaction or payment record.

Permission Check

Cash Book actions are controlled by the expense module permissions. A user may be able to read entries without being allowed to write or delete them.

Read permission allows list and detail review.
Write permission allows New Entry and Edit.
Delete permission allows row delete and selected delete.
Approved-by is typed text. Owner policy must establish who may authorize the movement and who may enter that name.
Owner roles should review who can approve, edit and delete non-sale money records.
Do not share an admin login just so a cashier can enter Cash Book rows.

Troubleshooting

Problem	Likely cause	Action
View, Edit or Delete is missing	The role lacks the corresponding expense permission.	Review Read, Write and Delete access with an owner or administrator.
Reset did not undo an earlier update	Reset only reloads the current saved version.	Use owner-approved correction policy or Recycle Bin evidence; Reset is not version history.
Register expected cash did not change	Cash Book and register Cash In/Out are separate workflows.	Record real drawer movement through the open register workflow.
Profit or Expenses changed unexpectedly	Dashboard calculations sum Cash Book amounts, including Money In in the current implementation.	Review Cash Book reports by type and the Profit and Loss Cash Book setting.
Deleted row is absent from Cash Book	Deletion removes the live row after backup.	Use Recycle Bin if enabled and permitted, or follow the retained correction evidence.