How an employee cash desk differs from the company cash desk
These are two different things, and they shouldn't be confused.
| Cash desk | What question it answers |
|---|---|
| Employee | How much money a specific person has on hand |
| Company | All money movements in the branch, including transactions in employee cash desks |
The employee cash desk shows personal accountability: if someone accepted a cash payment, the amount is on their hands until they hand it over to the company cash desk. The company cash desk shows the overall balance.
Balance after the previous transaction
In the transaction list, each row shows the balance at the time of the transaction. This helps you find where a discrepancy happened: if the total doesn't add up, you can see at which transaction the balance went off.
Several cash desks
A company can have several cash desks. In the list you can filter them and view them separately — see multi-currency if the cash desks are kept in different currencies.
Why you need the company cash desk
It contains all transactions of the branch, including those that went through employee cash desks. Hence its two main uses:
- finding a transaction when you don't know which employee made it;
- canceling an erroneous transaction.
Cash and non-cash funds are shown as separate amounts.
Voiding a transaction
Voiding is irreversible
A void can't be undone — a repeated attempt is rejected. The original transaction is marked as voided along with who did it, and a correcting transaction with the opposite sign is created next to it.
Both remain in the history: the cash desk doesn't “forget” the mistake, it offsets it. So after voiding, reconcile the employee cash desks — the balance of whoever made the original transaction will change.
Money is reversed only for a posted transaction. An unposted one didn't move anything when it was created, so voiding it doesn't change balances.
Default period
Search works within the loaded period. For older transactions, select the period first. By default, the company cash desk loads the last month.
What you can and can't do in an employee cash desk
| Action | Allowed |
|---|---|
| Change the group, vehicle, description | Yes |
| Change the amount | Only while the transaction isn't posted |
| Delete a transaction | No |
| Cancel a transaction | “Branch manager” and “Main Administrator” |
For a posted transaction, the amount is fixed by canceling, not editing
While a transaction isn't posted, its amount can still be corrected. After posting it is locked on purpose: otherwise the cash desk would stop matching what actually happened.
A mistake in a posted transaction is fixed by voiding it and creating a new transaction for the correct amount.
When editing a transaction in the company cash desk, its date is shown in the branch’s time zone. See How to record a cash desk transaction.
Users with the “Branch manager” and “Main Administrator” roles mark transactions as “Checked by” or “Not accepted” to resolve shift discrepancies.
If an employee has balances in several currencies, their cash desk shows a separate amount for each currency. This also works with multi-currency disabled: amounts in different currencies are not combined into one number.
Giving money to and taking money from an employee
Money moving between an employee and the company cash desk is recorded separately: the employee puts money into the cash desk or takes it out. This is neither an expense nor income for the company, but a movement within it.
Period in an employee cash desk
The employee cash desk shows recent transactions. Look for older ones in the company cash desk — any period can be set there.
How to find a transaction
- Open the company cash desk — it collects the transactions of all employees in the branch.
- Set the period explicitly: by default only recent transactions are shown.
- Go through the rows from the bottom up — the list is sorted newest first, and the transaction that came before is BELOW. Compare a row's balance with the balance of the one beneath it: the first pair where the difference doesn't match the transaction amount is where the discrepancy is.
How to fix an erroneous transaction
- Open the transaction.
- If it isn't posted yet, simply correct the amount.
- If it is posted, void it. The system marks the original and creates a correcting transaction with the opposite sign.
- Post a new transaction for the correct amount.
- Reconcile the cash desk of the employee who made the original transaction: their balance has changed.
When voiding is available
Only users with the “Branch manager” and “Main Administrator” roles can void transactions. The button is available for posted transactions that have not yet been voided. Internal transfers and Stripe payments do not have it. For payments through other services, availability depends on the provider and payment outcome.