Once you withdraw money from the cash register or add a cash deposit, this transaction must be documented before the daily closing is made.
1. Document expenses and deposits
If you withdraw money from the cash register, for example to purchase goods, this transaction must be documented in the cash register to ensure an accurate cash balance. This also applies to private withdrawals, deposits, or if you withdraw money from the cash register to take it to the bank later.
- Click on the "Expenses" tab in the cash register.
- Select the appropriate expense button (e.g., "Office Supplies").
- Write down the automatically generated receipt number by hand on the cash receipt, which you will submit to the tax office.
- Then enter the amount of the expense and the expense date as shown on the cash receipt.
- Save your expense.
2. Add and manage expense templates
Expense templates are designed to make operating the cash system easier in everyday use. Depending on your tax office's requirements, template buttons can be added to your cash register to correctly record expenses and deposits.
- Click on the cash register in the main navigation and switch to the "Expenses › Templates" tab.
- Select the "New Booking Template" button and fill in the fields.
- For expenses paid with cash from the register: "From Account" is the cash register – "To Account" is the target account
(for example, "Representation Expenses"). - For deposits of cash into the register: "From Account" is the deposit source (for example, "Private Deposit") – "To Account" is the cash register.
- After saving, you will see the new template in the "Expenses" menu item.
First discuss with your tax office what regular cash expenses you have and set up the corresponding accounts in your cash register system if they do not already exist. Examples of such expenses are representation costs, entertainment expenses, or postage.
3. Deleted expense accounts
If you see a hidden button under your expense templates that you cannot click, you most likely deleted a booking account that you need for this expense.
If you have deleted a booking account, you can check this under Settings > Your Chart of Accounts > Accounts > Deleted Accounts. You will see a list of deleted accounts where you can quickly see which booking accounts have been deleted.
If you need one of the accounts again, simply click on the deleted account and then click on the Restore Account button.
The booking account is quickly restored this way. The expense is also clickable again with the restored account. After you have restored the booking account, make sure the correct link is set up in the expense templates. You can check this by clicking on Cash Register > Expenses > Templates > click on desired template > Select Target Account. The target account is the booking account you have restored.
You can download detailed cash register documentation here.