Expenses and cheques

Before you start

• You are an owner or manager. Cashiers can't open Cash & Banking.
• For the cheque steps, a customer has paid you by cheque in Customers (see the Customers and credit lesson).
• Have the receipt or bill for the expense, and the bank's deposit slip number.

Step by step

1. Where your money is

Open Cash & Banking from Home. The overview shows cash in hand, the bank balance, and this month's transfers and expenses on one screen.

2. Record an expense

To pay a bill from the shop's money, choose Record expense. Enter the Amount paid, the Payee, and a Description of what it was for.

3. Category and paid from

Pick a category, so the cost lands in the right place in your profit and loss. Then choose where the money came from: petty cash, a safe, or the bank.

4. Save it

Press Ctrl+S to record it. The expense gets its own number and appears in the list, and the money leaves the account you chose.

5. Cheques received

Customer cheques wait under Cash & Banking › Cheques until you bank them. This one is post-dated, so it is still in hand.

6. Deposit on one slip

Choose Deposit cheques, pick the cheques going to the bank and the account they go into, then enter the Deposit slip number. Several cheques can go on one slip.

7. The post-dated check

Because the cheque is dated after today, Kade asks first. Choose Deposit anyway only when the bank will accept it.

8. Mark it cleared

Deposited cheques move to In the bank. When the bank pays it, select the cheque and choose Mark cleared.

Good to know

• Cash in hand adds up the registers, the safe and petty cash, to the exact amount.
• You can attach a photo or PDF of the bill to an expense, up to 10 MB. Only the owner can cancel an expense, which puts the money back.
• An expense left without a category shows up as a warning in Accounting.
• If the bank returns a cheque, choose Returned by bank and give the reason. The customer's payment is reversed and their invoices open again.

Try it yourself

1. Open Cash & Banking and read cash in hand and the bank balance.
2. Choose Record expense, enter a small real expense with its category and where it was paid from, and press Ctrl+S.
3. Open Cheques and check which cheques are still in hand.

Recap

That's the money side of the shop. Record expenses as you pay them, and track every cheque from in hand to cleared.