This section guides you through the process of adding a new cash box for a specific branch.

Overview

To add a new cash box, navigate to Setups > Branches, highlight the desired branch, then click on the Cash Box button, and finally, the Add a New Cash Box button.

You'll set up the number of cash boxes that will be used in the branch. It's crucial to give every cash box a unique password that only the designated user has access to. The default cash box password is C1234; remember to change this as soon as possible for security. Each cash box links to a sub-ledger of the cash control account.

Important: Do not use an apostrophe (e.g., "Feblonia's") in the Cashbox Name, as this can cause errors.

Creating a New Cash Box

1. Click the Add New Cash Box button.
2. Complete all required information across the following screens:
   • General
   • Financial Events
3. Click Save once you've completed all necessary information.
   • To discontinue the process without saving, click Cancel.

Cash Flow in the Office

The flow of cash will vary between legal entities, and each manager or owner will decide what works best for their operations. Here's one potential workflow:

• Each user has their own cash box.
  • You can edit the cash box name by changing its description: Setup > Branches > Highlight the branch > Click on Cash Boxes > Edit or Add a cash box > Click on the General tab > General > Description.
• Draw cash (e.g., a float) and bring it into the cash box via a journal entry.
  • General Ledger > Process Transaction > Process a Transaction: Set Financial Event = Receive deposit from ....
• Receive cash receipts into the cash box.
  • Client Administration > Search for existing Client > Enter Search Value > Click on the Search button > Highlight Client > Click on the Receipt button > Receipt Event = Cash Receipt.
• Use the cash in the box to distribute change and grant loans.
  • Client Administration > Search for existing Client > Enter Search Value > Click on the Search button > Highlight Client > New Loan/Post Client Change.
• At the end of the day, count the cash in the cash box and perform a cash up.
  • General Ledger > Cash Manager > Cash Up.
• If the cash up doesn't balance, attempt another cash up.
  • You can set the number of attempts under: Setup > Branches > Highlight the branch > Click on Cash Boxes > Edit or Add a cash box > Click on the General tab > Management > Cash Up Attempts.
• If the second cash up also doesn't balance, the user can be blocked.
  • To block the cash box: Setup > Branches > Highlight the branch > Click on Cash Boxes > Edit or Add a cash box > Click on the General tab > Management > Select the Block Cash Box on Maximum Cash Up Attempts checkbox.
• The supervisor receives an email with failed cash up attempts.
  • To enable this: Check the box under Setup > Branches > Highlight the branch > Click on Cash Boxes > Edit or Add a cash box > Click on the General tab > Reporting > Send Cash Up Report = Only if not balancing; then, E-mail Report to: Select the supervisor's user.
• The accountant checks the accounting entries on the cash box and makes necessary adjustments.
  • General Ledger > Process Transaction > Process a Transaction.
• The accountant redoes the cash up and removes the block so the user can continue working.
  • General Ledger > Cash Manager > Cash Up.
  • To unblock the cash box: Setup > Branches > Highlight the branch > Click on Cash Boxes > Edit or Add a cash box > Click on the General tab > Management > Unselect the Blocked checkbox.
• If a user fails to perform a cash up at all, they will not be allowed to continue working on the cash box.
  • To force a cash up: Setup > Branches > Highlight the branch > Click on Cash Boxes > Edit or Add a cash box > Click on the General tab > Management > Select the Force Cash Up checkbox.

Navigation Buttons

• Next: Click this button to proceed to the next page of the setup.
• Cancel: Click this button to discard any new information or changes and exit the process without saving.