Cash management

The Cash Management screen is where a branch closes off the day's cash. It shows every movement of cash on hand for a chosen day, lets you compare the ledger's figure with a physical count of the till, and lets you record cash leaving the till for the bank or for an expense.

Who can use it

Cash Management appears under Reporting in the left-hand menu for Branch Managers, Area Managers and Admins. Anyone who can open the screen can also record bank deposits and operating expenses. Collection Officers do not see it.

What "cash" means here

The screen follows a single account, Cash / Mobile Money: the money physically held by the branch and its officers. Money in the bank is a separate account and is not counted as cash on hand.

You do not enter collections, disbursements or savings here. They reach the cash book automatically when staff record them in the normal way.

Choose the day

The Business date box at the top sets the day for both tabs. It defaults to today. Pick an earlier date to look back at a previous day.

Cash book tab

Five figures across the top:

Figure	Meaning
Opening balance	Cash on hand at the start of the day
Cash in	All cash received during the day
Cash out	All cash paid out during the day
Net movement	Cash in minus cash out
Closing balance	Cash on hand at the end of the day

Below them, one row per cash movement, with its Category, Description, Reference, Cash in and Cash out. If nothing moved, you see "No cash moved on" followed by the date.

Category	Comes from
Loan repayments	Collections recorded against loans
Loan disbursements	Loans paid out
Savings contributions	Client savings top-ups and opening deposits, and Savings Club contributions
Savings payouts	Client savings withdrawals and Savings Club payouts
Fee payments	Fees paid in cash
Bank deposits	Cash banked from this screen
Operating expenses	Expenses paid from this screen

Use the Reference column to tie each row to a receipt or a deposit slip.

Reconciliation tab

This tab compares what the ledger says should be in the till with what is actually there.

The table shows:

Line	Meaning
Opening balance	Cash on hand at the start of the day
Cash receipts	Money taken in over the counter
Bank deposits	Cash banked
Operating expenses	Paid out of the till
Other cash out	Disbursements and payouts
Expected cash on hand	What the ledger says should be in the till

Count the till

1. Count the cash physically held.
2. Under Count the till, enter the total in Cash counted.
3. The result appears straight away:
   • Reconciled (green) when the count matches the expected figure.
   • Variance with the difference (amber) when it does not. The message reads "Counted ... against ... expected."

If Cash counted is blank you see "No count entered, so there is no variance to report yet." A blank box means no count has been taken, which is different from counting zero.

caution

The count is a check, not a record. It is not saved, and it does not change any balance. If you need to keep the result, write it down or print the page. A variance has to be explained and corrected by recording the missing transaction in the right place, not on this screen.

Record a bank deposit

Use this when cash from the till is taken to the bank.

1. Click Bank deposit at the top right.
2. Amount - the amount banked. Must be greater than 0.
3. Date - the business date the deposit belongs to. Defaults to the day shown on the screen.
4. Reference - optional. Enter the deposit slip number.
5. Note - optional.
6. Click Record deposit.

You see "Bank deposit recorded". The deposit appears on the cash book as cash out, and the bank balance goes up by the same amount. The organisation's total assets do not change: the money has only moved from the till to the bank.

Record an operating expense

Use this when a running cost is paid out of the till, for example transport or airtime.

1. Click Operating expense at the top right.
2. Amount - must be greater than 0.
3. What was it for - required, up to 255 characters. This text appears on the cash book line.
4. Date - the business date the expense belongs to.
5. Reference - optional. Enter the receipt number.
6. Click Record expense.

You see "Expense recorded". The expense appears on the cash book as cash out and on the Profit & Loss statement under Other operating expense.

Things to know before recording

• References must be unique. If a reference has been used before, the entry is refused: "Reference '...' has already been used. Enter a different reference, or leave it blank to have one generated." Leave the box empty and the system creates a reference for you.
• There is no check on available cash. The screen accepts a deposit or expense larger than the cash on hand. Check the Closing balance on the Cash book tab before you record.
• Entries cannot be edited or deleted from this screen. Check the amount and date before you click Record deposit or Record expense.
• Expenses are not split by category. Every expense recorded here goes to Other operating expense.

Not available on this screen

There is no separate till or vault for each officer or branch, no transfer of cash between tills, no recording of cash coming back from the bank, and no bank statement matching. The cash book covers the whole organisation's cash on hand as one figure.