Every company makes transactions daily. A cash flow is a cash log that represents a timeline with all financial movements, cash and cashless operations, payments, debts, credits, and their settlements. Below let’s see it all in greater detail starting with cashboxes.
You may create as many cashboxes as necessary to fit your business and accounting needs.
For instance, arranging cashboxes by payment method, “Cash” and “Cashless” operations, type of spending, and any other purpose (rent, utility, or other operational expenses at your company, etc.).
Creating new cashboxes
Navigate to “Finance > Payments” to create a new cashbox.
Hit the “+ Add cashbox” button.
1. Fill in the cashbox title and select the type.
Company cashbox is a global cashbox of your company available for all business locations, featured with a globe icon.
Company cashbox is commonly used when there is a single bank account for all business locations. In the case, for example, two locations are using a single bank account, it makes sense to create a company cashbox and give user access only to the corresponding employees.
Location cashbox is a location-based cashbox available for a selected business location.
To manage a cashbox separately (when all related payments are not displayed in your general Finance reporting), check the “Virtual cashbox” checkbox.
Note: Virtual cashboxes can not be used for financial accounting purposes.
2. To set the payment option, make a selection between Cash and Cashless.
A selected payment option prompts a list of available cashboxes that will be displayed when making transactions. If you select cash payments, only relevant cashboxes for transactions in cash will be shown. And vice versa.
4. Specify the allowed actions for this cashbox.
Important: This setting is available in the Business plan.
The View the cashbox balance right gives access to viewing the balance of a cashbox, the column “Cash Balance” in the cash flow of this cashbox, and the selection of this cashbox in the report “Total money”.
The View the money flow provides access to viewing the cash flow in this particular cashbox.
The Income right provides access to cash in. If access is disabled, employees will not be able to use the “+ Income” button. Also, this cashbox will be unavailable for selecting when paying for work orders, sales, returns to the supplier, and prepayments from clients.
The Transfer right allows moving money to this cashbox. If access is disabled, this cashbox is unavailable in the list when moving from other cashboxes.
The Expense right provides access to the withdrawal of funds from the cashbox. If access is disabled, employees will not be able to use the “- Expense” button. Also, such a cashbox will be unavailable for selecting when paying for postings, refunds, and payments to the client.
The Transfer right allows moving money from this to other cashboxes. If access is disabled, the “Transfer” button is not displayed in this cashbox.
4. Grant access to employees.
To do this, go to the “Access” tab. Here you will see a table with all active employees.
In the Business plan, you can configure employees' access to cashboxes. That is, you can allow employees to perform all operations specified on the “General” tab or set up individual access for each employee to the same cashbox.
By default, each employee has access that you specified on the “General” tab. To edit access, double-click the employee's name and select rights.
The Allowed for cashbox are the rights that you set on the “General” tab. Note that these rights automatically change if you change them on the “General” tab.
For example, you set the allowed actions for a cashbox to “Income” and “Expense”. Then you gave the employee the “Available for cashbox” rights. If you change the allowed actions for the cashbox, for example, add “View the money flow”, the employee will automatically get this right.
On the Personal tab, here you can change the set of rights, i.e. expand or limit access for a particular employee. Note that the “Personal” rights are of higher priority than “Available for cashbox”. That is, if you change the allowed actions for the cashbox on the “General” tab, it will not affect the “Personal” rights.
By selecting the All rights the employee will have full access to the cashbox, regardless of the specified settings on the “General” tab (the so-called “God mode”).
Important: The employee will be able to perform only those actions that are allowed in the settings of their role! For example, the employee's role does not have the right “Can view the cashbox balance”, but in the personal settings you give access to “View the cashbox balance”. In this case, the employee's role has a higher priority and the employee will not be able to see the balance in all cashboxes.
6. Click Save.
Hover over the cashbox bar and click the gear icon in the upper right corner to edit the selected cashbox. Enter the needed changes and hit the “Save” button to confirm.
Open the cashbox dialog window (the same process as for editing) and click the bin icon to remove the selected cashbox.
Remember: You can only remove an empty cashbox. Create expenses to zero out the cashbox before removing it.
Deleted cashboxes can be restored in the Activity Log report.
To do this, generate a report for the “Cashbox deleted” event. Find the deleted cashbox and click Restore.
Orderry sorts your cashboxes list by ascending name by default. Reorder this list the way you need by dragging the cashbox bar to the desired position.
There are several cashbox transaction types in Orderry:
Order payment is an automatic income transaction generated upon receiving full payment for Order
Prepayment for Order is an automatic income transaction generated upon receiving a prepayment for Order
Refunds on order is an automatic expense transaction generated upon paying off to a client by Order
Order overpayment return is an automatic expense transaction generated upon returning a part of prepayment over Order total back to a client
Sale payment is an automatic income transaction generated upon receiving payment for Sale
Return payment is an automatic expense transaction generated upon Order / Sale return to a client
Products posting is an automatic expense transaction generated upon posting, works only when the “Pay from cashbox” checkbox is checked
Supplier refund is an automatic income transaction generated upon a supplier’s payment, works only when the “Cashbox deposit” checkbox is checked
+ Income is a manual income transaction generated with the “+ Income” button for receiving other payments
- Expense is a manual expense transaction generated with the “- Expense” button for making other payments
Transferring is a manual transaction that triggers a pair of automatic transactions (income and expense) generated for two different cashboxes upon making a selection.
You can tag your income and expense for more convenient search and associating transactions with corresponding cash flow items. Go to the “Settings > General” page and enable cash flow accounting. You can also add custom cash flow items on this page.
Orderry allows you to add the income and expense transactions retroactively. The system marks these entries with the “❗” icon. You can see the actual transaction date by hovering over the entry. Orderry allows you to manage employee permissions for adding transactions retroactively.
The Cashbox Report displays all cash flow events of the selected cashbox for the specified period.
Cashbox Report contains responsible employee name, date and time, comment, transaction type, and cashbox balance columns.
Print your Cashbox Report dataset or export it to the Excel file right in the Orderry app.
Removing and restoring transactions
Remove all unnecessary transactions by double-clicking the transaction and hitting the bin icon. You'll see the transaction data is strikethrough now meaning it's removed. Transaction removal impacts the cashbox balance.
Orderry enables you to cancel the removal operation. Double-click the removed transaction and press the “Restore” button. This action impacts the cashbox balance as well.
Note: While the cashbox balance changes upon transaction removing and restoring, transaction field “Cash Balance” stays the same. This field represents the original cashbox balance at the time your employee made the transaction.