mds-cashbook 7.0.33

Set up your cash book

Add the Tryton user to the Cashbook group. In the tab Owner and Authorizeds, enter the user as the owner. Enter Type, Currency, Initial Date and Line Numbering. Cash books without a type cannot receive postings and are treated as a view. You can create several cash books per user and arrange them hierarchically.

Creating categories

Each booking needs a category. The categories are separated by revenue and expense. In the menu Cash Book / Configuration / Category you create some categories.

Using the chart of accounts

If you want to have the postings as a posting record in Tryton Accounting install the cashbook_account module. For analytic, install cashbook_analytic. In each of the cash books, add one account to the chart of accounts, in tab Account Configuration.

In the categories you add a chart of accounts account in the tab ‘Account and Tax’. If you want to make your transactions with taxes, you can also add one or more taxes.

Enter bookings

There are two ways to enter bookings.

1. The Enter Booking wizard. The wizard is optimized for use on small screens. You can write down expenses on the go with your smartphone. The type of bookings is limited to expense, revenue and transfers between cash books. When using the wizard, you should check the booking later and possibly complete it.

2. The record form of a cash book. This option offers all posting variants, such as expense, revenue, transfer to, transfer from, expense split posting and revenue split posting. When using chart of accounts and analytic, you also specify the taxes and analytic accounts here.

Processing states

Postings in cash books have several workflow states.

Edit

The entry has been created but not yet verified

Checked

The user has checked his entry and has indicated this by clicking on ‘Check’ When using the chart of accounts modules, posting records are created here in the Draft state.

Reconciled

A user (with enough permissions) has checked the entry against a bank statement. This step is performed in the ‘Reconciliations’ tab of a cash book.

Done

The entry is committed. This step is performed by completing a reconciliation in the cash book. When using the chart of accounts modules, the posting records created in step ‘Check’ are committed.

Reconciliation

The bookings should be checked regularly against a bank statement. This is done in the ‘Reconciliations’ tab of a cash book.

1. Click the plus button, don’t change anything about the contents, click ok, save the cash book. The system will change the dates of the reconciliation so that all eligible bookings are taken into account.

2. If you want to change the end date, do so now. Save.

3. Open the reconciliation by double-clicking, click on Check. This will insert all posting lines into the list. The posting lines in the cash book are now protected against edit.

4. Now check line by line against an account statement. To remember what you have already seen, click the ‘Reconciled’ button.

5. When you’re done, click the Done button of the reconciliation. This sets all posting lines and the reconciliation to Done.

Configuration

The configuration in the menu Cash Book / Configuration is a user-specific setting. The user can choose which cash books appear in the Enter Booking dialog and which default settings should apply when opening a cash book.

Foreign currencies

The cash books can be used with foreign currency. Base currency is the company currency. For transfers between cash books with different currencies, the current conversion rate in Tryton is used. You can adjust the exchange rate actually used in the booking dialog. If you have hierarchical cash books, the amounts of subordinate cash books with foreign currency are converted into the display currency of the parent cash book.