Transfers between cashboxes and bank deposits
Moving cash from the cashier drawer to the safe, depositing cash and cheques at the bank, and transferring card amounts. Two simple documents keep a trace of every internal cash move.
Cash moves inside the shop more often than it leaves it: from the cashier drawer to the safe, from the safe to the bank, from the card account to the bank. Sahl documents these moves with two documents in the Documents menu: Transfer between cashboxes and Bank deposits.
Transfer between cashboxes
Moves an amount from one cashbox or bank to another. Its three uses:
- Shift cash handover: from the cashier cashbox to the main safe after the shift closes.
- Card settlement: from the card settlement account to the bank, less the provider's commission.
- Plain transfer between two cashboxes or banks, even in different currencies.
Steps
- Open Documents, Transfer between cashboxes and click New transfer.
- Choose From, To and the date. The two accounts must differ.
- Enter the Amount in the source currency.
- If the currencies differ, enter the Received amount in the destination currency, or leave it blank for today's rate.
- Enter a Commission deducted from the received amount if any, such as the card provider fee. The commission must be smaller than the received amount.
- Click Save and post.
Shift handover
A transfer created to hand over shift cash is linked to that shift and shows "Shift handover #" on the transfer. Once posted its number is recorded on the shift. The details and the right order are in Cash handover.
Bank deposit
A deposit combines two kinds of lines in one document:
- Cash: an amount from a cashbox in the same currency as the bank.
- Cheques: incoming cheques you hold (on hand) or returned cheques being redeposited, in the bank currency.
Steps
- Open Documents, Bank deposits, start a new deposit and choose the Bank.
- For cash choose From cashbox and enter the Cash amount.
- For cheques tick them in the Cheques on hand list.
- Click Save and post.
Deposited cheques move to status Deposited with no entry, because they are not cash yet; the entry comes when you record a Collection from the Cheques screen.
What happens in the books
Transfer: debit the destination account for the received amount less commission, debit bank fees (5230) for the commission, credit the source account for the amount. If the currencies differ a realised exchange difference line is added to currency gains (4200) or losses (5200). Deposit: debit the bank / credit the source cashbox for the cash amount only; cheque lines write no entry until collection. Total assets do not change in either case; the cash moved from one pocket to another.
Cancelling
Cancelling a posted transfer reverses its entry, and if it was a shift handover the link to the shift is removed. Cancelling a deposit reverses the cash entry and returns the cheques to "On hand" if they are still deposited. An unposted draft is simply deleted.
Currencies must match on a deposit
You cannot deposit cash from a dollar cashbox into a shekel bank. Use Transfer between cashboxes across currencies; it is the document that computes the exchange difference.
Which one to use
| Case | Document |
|---|---|
| Moving the cashier drawer to the safe | Transfer between cashboxes (linked to the shift) |
| Depositing safe cash at the bank | Bank deposit, or a transfer if the currency differs |
| Depositing customer cheques | Bank deposit |
| Card amounts arriving at the bank | Transfer from card settlement with the commission |
| Funding a branch cashbox from head office | Transfer between cashboxes |
Frequently asked questions
Can I deposit cash and cheques in one document?
Yes. A bank deposit takes a cash line from a cashbox and any number of cheques you hold, as long as they are in the bank currency.
Where does the card commission show?
Enter it in the commission field on the transfer from the card settlement account to the bank. It is posted to bank fees and the bank receives the net.
I transferred to the wrong cashbox. What now?
Cancel the transfer from its list with a clear reason so its entry is reversed, then create a new transfer to the right cashbox.