Open the Cashbook and press Money out, Money in or Money transfer. Fill in the amount, the date, the account and what the money was for, then press Save. An entry by a Super Admin changes the balance at once; an entry by anyone else counts once a Super Admin approves it in Need approval.
Where to find it
Admin › ERP › Accounts Department › Cashbook.
The store owner (Super Admin) sees every entry. A staff member with the Own cash wallet feature sees My cashbook instead, with only the accounts given to them.
Step by step
- Go to Cashbook and press Money out, Money in or Money transfer. You can switch between Money out, Money in and Money transfer at the top of the form.
- Write the Amount (৳).
- Check the Date. It is today by default and cannot be a future day.
- Choose the account: From account for money out, Into account for money in.
- In Category, start typing and pick one from the list, for example "Packaging" or "Rent". If it is not there, finish typing the name: it is saved as a new category.
- Optional: press Add quantity (kg, pcs, litre) and write the Quantity and Unit (for example 25 kg of fabric). A category remembers its usual unit.
- For a salary or staff advance category, choose the Staff member. For an advance this is required, because it is cut from their salary this month.
- Fill in Paid to (or Received from) and a Reference such as an invoice number or TrxID (optional).
- Write a Note and add the Receipt or bill photo or PDF (optional).
- Press Save.
Moving money between accounts
Money transfer moves money from one account to another, for example from bKash to Shop cash. Choose From account and To account, or tap a quick pick such as bKash → Cash. In How was it given? pick Hand cash, Cash out from ATM or Cash out from mobile banking. There is no category. A transfer is never income or expense, so the Money in and Money out totals do not change. A transfer into an account someone else looks after waits until they confirm it.
Example: Rangdhanu Fashion withdraws ৳10,000 from bKash. Enter one Money transfer of ৳10,000 from bKash to Shop cash, way Cash out from mobile banking. bKash goes down, Shop cash goes up.
If the office takes money out at the ATM with the owner's card, the office can enter it as a Money transfer from CEO Cash into Office cash, way Cash out from ATM: you may take money from any account into one you look after.
Good to know
- "Money handed over by" is shown to the owner (and anyone with the full money view). Use it to note which staff member actually gave or took the money (optional).
- One category per name. A new name is kept for next time. The same name in other capitals, spacing or punctuation (Bangla too) uses the category already there. A close name, such as "Nastar bil" for "Nasta bill", shows "Similar: … — use this"; to keep it as a new one, tick This is a different category — make it new.
- See where the money goes in Accounts Department › Spending by category: totals, quantity and average per day for each category, with a CSV export.
- The totals above the list show money in, money out and the difference for the dates you picked.
- Supplier payments are entered from the supplier's page, not from here.
- Steadfast payouts can come in by themselves as money in, with a Steadfast payout badge. They cannot be edited by hand.
- Entries by staff wait for approval. A new entry by anyone other than a Super Admin shows with a needs approval tag and counts nowhere until a Super Admin approves it in Need approval.
- Entries are fixed once saved. Only a Super Admin changes or deletes an entry straight away. Anyone else's change waits in Need approval.
Common problems
- "You cannot use this account." The account is not one given to you, or it is hidden. Ask the owner.
- "Choose whose advance this is…" Pick the staff member for the advance.
- "Choose two different accounts for a transfer." From and To must be different.
- "Taking money out of the bank / bKash is not an expense…" Enter it as a Money transfer, way Cash out from ATM or Cash out from mobile banking.
- The balance did not change after saving. The entry is waiting for a Super Admin's approval. See Why does my cashbook entry not count yet?
- "Similar category already there: …" Pick that category, or tick This is a different category — make it new and save again.