How to record a cash desk transaction
A transaction is created in the cash desk section and records a movement of money.
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.
- Choose the cash desk the money moves through. The currency is inherited from it — you don't choose the currency separately.
- Specify whether it's income or an expense.
- Set the amount and the group — the group determines where the transaction appears in reports.
- Link it to a booking or a client if the transaction relates to a specific rental.
- 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 |
| Cash desk | Which of the company's cash desks the transaction goes through |
| Currency | The transaction currency |
| Group | The category the transaction belongs to |
| Vehicle | Which rental unit the transaction relates to; selected by code |
| Employee | Who records the transaction |
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. For known groups, the system sets whether it's income or an expense on its own.
Check the toggle for your own categories
Automatic detection works for built-in groups. For a category you created, the system sets income — even if the category is an expense one.
That's exactly why the income/expense toggle stays on the form: make sure it's set correctly before saving.
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.
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.
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.