It is also possible to maintain a cash book directly in xentral in order to map cash transactions in a safe way for the accounting department. In addition, you can use the module to quickly make current bookings as well as to do regular cash balancing at any time.
This module is particularly relevant if a cash journal is maintained in xentral or is to be maintained.
To do this, first go to Administration > Settings > Accounting > Business accounts. The new account is created with any name and marked as active. Here, the type Cash must be selected and the corresponding check mark must prevent that customers receive unnecessary e-mails. There is also the possibility to to assign the new account to a project. If it is also known which chart of accounts is used, the correct account can be entered in the DATEV field, in order to facilitate the work of the accounting department or the tax office in the future.
When the cash book has been created and the first entry is made, a beginning cash balance can be posted. The message appears: "There is no opening balance in the cash book yet! Before making a transaction an opening balance can now be defined".
By clicking on the Enter opening balance button, you can enter the opening balance of the cash register. Via the editor button a list of all currently booked transactions can be displayed. Via the +NEW button, transactions can be entered manually via the following menu.
The field names with an asterisk indicate which minimum information must be entered for the system to accept the booking. In addition to the booking date and the document field, the booking amount must be entered here, which consists of three individual fields three individual fields:
Booking amount: A positive number must be entered here in any case, reflecting the amount of the booking
Entry type: The drop-down menu is used to specify whether the entry is a revenue or an expense
Tax rate: Depending on the default settings, it is also possible to select, with which tax rate the entry is to be taxed, whereby also the specification of 0% is permissible. If entry items with different taxation rates are to be entered, these must be entered as separate entries
It should be noted that a negative sign in the document field is always ignored because the posting type must be displayed separately. A negative amount with the type is handled by the system as a "real" and therefore positive revenue. A unique identifier must be entered in the document field, which can be used to draw conclusions about the underlying transaction.
In addition to these mandatory entries, some more entries can be made, which allows benefit from the application to a greater extent. If the booking is related to a customer of the company, this can be taken over from the master data directly into the address field. If the DATEV account, this can also be entered, as well as linked projects and remarks. (visible in the booking overview or purely internal).
Since the booking numbers are assigned consecutively, it is advisable to pay correct entry sequence right from the start, in order to minimize the subsequent workload. However, as long as no cash closing has been carried out it is always possible to make entries for a date in the past.
As you can see in the screenshot, a posting was made to a date in the past, which means that the order of the cash book must be corrected. The easiest way to change this is in the overview of the cash book. By using the arrow keys up and down in the right menu area, individual entries can be moved. While the entry is moved to the desired position using the buttons, the corresponding entry number is automatically corrected. If a booking has been made for an incorrect date, this can also be easily corrected using the arrow keys. If a transaction is to be backdated, a click on the down arrow in the corresponding entry will cause the entry to be moved below the immediately preceding entry.
A cash closing can be initiated by clicking on Perform cash closure. A prompt follows in which the last entry to be taken into account in the cash that is to be taken into account in the closing process.
After cash closing, the cash book can no longer be edited! There is no possibility to remove the write protection and to change entries afterwards. If the cash book is closed with a payment at a future date, no further entries can be closed that are before this date.
If the balance of the cash book is negative at any time within the selected fixed, the system will respond with an error message and will not perform a cash closing for the period in question until the error has been corrected. In this way, the system protects against downstream difficulties, as the tax office can view the cash register as a serious deficiency and interpret it as an indication that the cash book as a whole may not have been kept properly.
If all entries have been corrected and the cash closure has been carried out successfully, the fixed entries are located under the Archive tab. Depending on your needs, you can filter this view according to income, expenses and remarks, search for specific terms, or click on the pencil icon to view all the details of a specific individual entry.
If the cash book is to be exported, this can be initiated via the Export tab.
Here first the date range can be selected, which is to be exported before a corresponding CSV file is created. It should be noted that only the entries can be exported, after a cash closing has already been carried out.
The exported CSV file will then contain the following, in addition to the "Checkout" information:
First line → Opening balance
First column → Consecutively assigned booking number
Second column → Posting date
Third column → Reason for payment (for postings from the POS this is the customer name in connection with the invoice number
Fourth column → Type of entry (revenue or expense)
Fifth column → Amount
Sixth column → Currency
Seventh column → Cash balance
It is also possible to export the cash book in the new Datev format. To do this the following three steps must be taken:
Performing cash closure for the export area
By pressing the button Execute cash closing, you have to specify up to which entry the cash closing should be performed. After that, the entries disappear from the Current entries tab and appear in the Archive.
Execute incoming payment for the cash book
Next, in the incoming payments (Accounting > Incoming payments > Cash book Select), select the Live import button so that all the entries up to which a cash closing has been performed.
After the "Live-Import", the "Posting text, account" etc. can be edited again.
With the button Finalize booking all bookings that have been made on the page are completed.
Export of the data in the new Datev-format
After that, it is possible to switch to the financial accounting export (Accounting > Financial accounting Export > Accounting accounts). The corresponding cash book can now be selected as an account and exported for the booked area.