Cash Book

The ability to monitor all the cash movement from or to your accounts is a great accounting tool. If you are using the EasyERP accounting module then you have full access to this convenient menu. We have developed the Cash Book in order to help you keep a close eye on all of your banking accounts. So you will never lose a single payment or a receipt. If you are not familiar with the concept, then here’s a quick definition.

A Cash Book is a financial journal that contains all cash receipts and payments, including bank deposits and withdrawals, before they are recorded in the company’s general ledger, or in the case of EasyERP accounting module – Journal entries. All entries are written down in a chronological order. Cash Books are important because they prevent any cash transactions from being overlooked and can simplify accounting by detailing all cash transactions in one place. You can quickly access them to find out how much money was paid or received on a given date. Or to see your current balances. If needed Cash Book can be compared with company’s bank statements for auditing purposes. Any small business that conducts most of its transactions in cash can save time and expenses by keeping track of its transactions in one place.

The usual disadvantages of this type of accounting ledger is an amount of time that it can take to keep one and the possibility of recording errors, but you are completely free of this disadvantages when you are using our software. The Cash Book in EasyERP accounting module is automatic, and cannot be altered manually. This means no time consumption and no place for recording errors at all.

So to enter the Cash Book simply tap the corresponding button in the main menu, as you can see here:

EasyERP cash book main menu

 

As we have stated before, Cash Book in the EasyERP Accounting module is an accounting ledger that consists of elements that are set in chronological order. So when you will open up the menu you will see a table that is similar to this one:

Cash book view easyerp

Here you can see what columns are present in the Cash Book of EasyERP’s accounting module. Before we start to describe every column, let us explain the table structure, because it has some tricks. At first, take a look at the first row, always in this type of a ledger, the first row is the opening balance on a current date of accounts represented in the table. For example, the starting balance of our test 101301 EUR account on the first of December is $0.00, and for 101500 Cash USD account, the balance is $1597815.39. As you may notice, in the example above we have data about two accounts. The number of accounts that will be mentioned in the Cash Book depends on the transactions that were made in the selected time period. For instance, in December you had transactions to only one account, this means that for this month Cash book will only display data about that one account. If you had actions made with other accounts in that period, they would be presented in this ledger. As we have stated before, the purpose of a CashBook is to display all of the transactions.

Also, you can manage the time period for which the transactions are displayed, to do so simply tap the calendar logo or  the date at the top of the table, as you can see here:

cash book calendar tool

This action will open up a calendar tool, you can see how it looks on a screenshot below, it’s purpose is to update the ledger, so that it would display the transactions made in the time period you have selected. In order to select a desirable term simply tap on the preinstalled ones or select a custom date and press Update.

EasyERP cash book change date

Let us describe and explain all the columns and data that are displayed here:

  • Date – as you can assume, this column holds the data that represent the exact day when the transaction was made. The entries are sorted according to the data from this column, oldest at the top, newest at the bottom of the ledger;
  • Document – the information you can see in this column represent a type of procedure that leads to making a transaction. It can be one of two possible documents, payment or cash transfer. Payment means that some client has purchased something from you, or you have bought something from another company. A cash transfer is when you relocate some of your funds from one of your bank accounts to another
  • Name – this column holds a label of the source document, that has generated this transaction. The data from this column will be very helpful to you if you want to trace an exact origin document, if you have, for example, couple of dozens transaction on the same date with exact same sum
  • Account number and name – the actual transactions sums will be presented in this column. They can be positive or negative depending on the characteristics of the deal
  • Balance – the data in this column represents the amount of money left on the corresponding account after the transaction has been made. Let’s take a look at the example above, opening balance for account 101500 Cash USD is $1597815.39, after the first transaction from PP_907 of $2286.80, it became $1600102.19