How to record a cash desk transaction
A transaction is created in the cash desk section and records a movement of money.
| Action | Who can do it |
|---|---|
| Create a regular transaction in an employee's cash desk | “Employee”, “Manager”, “Branch manager”, “Main Administrator”; an agent if “Can accept money” is enabled in their settings |
| Edit an existing payment | Staff roles only: “Employee”, “Manager”, “Branch manager”, “Main Administrator”; agents cannot edit payments |
A transaction for a booking under a rent-to-own contract
Income linked to a booking under a rent-to-own contract gets the category “Rent-to-own” and is distributed according to the contract schedule, whichever group you choose. The exceptions are the “Deposit” group and the “Extra payment for …” groups: they don't go into the schedule. Distribution starts when the transaction is posted. Details — accepting payments under a contract.
Steps
- Open the cash desk and create a transaction.
- If multiple cash desks are enabled, select the one you need in “Currency” — its currency is filled in automatically. Otherwise, the default cash desk is used. Debt payment mode has no separate cash desk selector.
- Specify whether it's income or an expense.
- Set the amount and the group — the group determines where the transaction appears in reports.
- Specify the vehicle and counterparty if needed. For a client balance transaction, select the client. In debt payment mode, select the specific debt.
- Save.
Important
A transaction's group affects analytics more than it seems: it is what separates revenue, deposits, and internal transfers. A transaction put in the wrong group distorts the report while remaining correct in amount.
What is filled in
| Field | What it means |
|---|---|
| Amount | The size of the transaction |
| “Currency” | Selects the cash desk whose currency is used; available when multiple cash desks are enabled, except in debt payment mode |
| Group | The category the transaction belongs to |
| Vehicle | Which rental unit the transaction relates to; selected by code |
| Employee | A regular transaction uses the current employee automatically. In internal transfer mode, “Select employee” specifies the sender you are receiving money from |
Posted or not
A separate toggle marks whether the transaction is posted or only created. An unposted transaction exists in the list but isn't included in calculations — this is a way to record an intention without distorting balances.
What to do if fields are unavailable
Some toggles block each other — this isn't a glitch, see internal transfer and debt payment.
How to choose a group
The group determines which part of the report the transaction falls into. When the category type is known, the direction is set automatically and the toggle is locked.
Check the direction if the category type is unknown
If the type cannot be determined, the form selects income. Check the direction before saving and change it if needed.
If there's no suitable group, there are two general ones — other income and overhead expenses. Use them deliberately: everything that goes there is indistinguishable in reports.
For a more detailed breakdown of transactions, select a subcategory. See “How to set up payment categories” for how to add one and hide values you do not need.
When you don't need to specify a vehicle
The vehicle field can be left empty — for expenses for the company as a whole or not related to a specific vehicle.
Debt payment
When paying a debt, you can choose the client's specific debt. Choose it rather than “just income”: otherwise the debt will remain outstanding even though the money has been received.
If the cash desk accepts payment in a currency other than the branch's base currency, the debt amount is converted using the configured exchange rate. Without a rate, the payment cannot go through. Add the rate in the company profile and retry the payment.
Transaction date
When editing a transaction in the company cash desk, only the “Main Administrator” can change the payment date. The date is shown in the branch's time zone.
The internal transfer is recorded by the recipient
Important
A transfer between employees is entered by the one who received the money, choosing whom they got it from. The amount is deducted from the sender and added to the recipient.
If the sender records the transfer, both will end up with an incorrect balance.