# Cash Management

https://docs.wisecp.com/de/cash-management

Keep income and expense in one ledger and read filtered totals to explain the cash balance.

## Reaching the Screen

Panel menu: **Billing** then **Cash Management**: `{admin}/invoices/cash`

The menu entry needs the cash right. The address still works without it, and the invoice list carries a **Cash Management** button.

## What Is on the Screen

Three figures, a control row, and the ledger.

- **The three figures**: Income, expense and balance.
- **Add Vault Entry**: Opens the form for a hand-written movement. Beside it, **Periodic Expenses** holds rules that book fixed expenses.
- **Apply to selected**: One action: **Delete**.
- **Advanced Filter**: Opens the filter panel; the badge counts them.
- **The ledger**: One row per entry, with a search box.
- **Export**: The download icon on the ledger bar: the whole filtered set as CSV, JSON or XML.

### The Three Figures

**Monthly Income** and **Monthly Expense** cover the current calendar month. **Vault Balance** is everything ever recorded: all income minus all expense.

### The Ledger Table

Rows arrive newest first; only **Amount** and **Date** sort. The search box matches the description; a number finds that invoice's entries.

- **Description**: Your own text on a hand-written entry. On an invoice entry, the invoice number as a link with its description underneath; a deleted invoice leaves the id.
- **Amount**: The amount in its own currency, payment method underneath.
- **Type**: An **Income** or **Expense** badge.
- **Handled By**: The staff member it belongs to, or **System** when there is none.
- **Date**: The booked date and time; a hand-written entry can backdate it.
- **Row menu**: A hand-written entry offers **Edit** and **Delete**. An invoice entry offers **View Invoice**, and its tick box is disabled.

### Where Entries Come From

Only entries tied to an invoice are locked. Everything else you can correct or remove.

| Where it came from | Type | Editable here |
| --- | --- | --- |
| Added by hand here | Income or expense | Yes |
| An invoice marked paid | Income | No, the invoice owns it |
| A refund on cancel or downgrade | Expense | Yes |
| A periodic expense rule | Expense | Yes |

The invoice entry is written once, for the invoice total, when the invoice becomes paid. A zero total gets none. Neither does an invoice paid from client balance while **Balance Taxation** applies tax, off by default.

### The Filter Panel

- **Description**: Matches anywhere in the description.
- **Type**: Income or expense.
- **Currency**: One active currency. Needed for the total below.
- **Payment Method**: Only the methods found in the entries.
- **Amount**: A comparison selector: equal to, at least, more than, at most or less than.
- **Handled By**: A staff member. Entries reading System are left out.
- **Date Range**: A calendar range, with the same selector and an exclude option.

Closing the panel clears every filter and reloads the list. Filters survive in the address and can be shared.

### The Filtered Total

A total appears beside the filter chips only when **Type** and **Currency** are both set. It sums every matching entry, not the page, as **Total Income** or **Total Expense**.

Three controls stay outside that sum: **Payment Method** and the two comparison selectors. The list honours them, the figure does not.

## Fields

The same form serves **Add Vault Entry** and **Edit Vault Entry**. An existing entry adds a **Created By** and **Created** strip from its **Handled By** and date. An invoice entry opens locked, with no save button.

- **Amount**: Required, greater than zero. Direction comes from the type, not a minus sign.
- **Currency**: Required, in the amount row; lists the active currencies. The entry keeps it for good.
- **Type**: Required, starts on **Income**. It decides whether the amount enters or leaves the vault.
- **Date**: Required, with the time box beside it; both start at now. A past expense can be booked today.
- **Handled By**: Optional. Left empty while adding, the entry is yours; cleared while editing, the row falls back to **System**.
- **Payment Method**: Optional, with a **None** entry. A note only: nothing is charged from here.
- **Description**: Optional, but the only column the search box reads.

## Tasks

### Record a Movement by Hand

1. Click **Add Vault Entry**.
2. Enter the amount and currency, choose **Income** or **Expense**, fix the date if needed, and add a description you can search for later.
3. Click **Add**. The row appears at the top; the figures follow on the next load.

### Correct an Entry

1. Open the row menu and choose **Edit**. Invoice entries do not offer it.
2. Change what is wrong and click **Save**. The corrected row reloads; nothing outside this ledger changes.

### Delete Entries

1. Use **Delete** in the row menu, or tick rows and pick **Delete** under **Apply to selected**.
2. Deleting more than one asks for your password; a single row does not.
3. Confirm. The rows go, and any invoice entry is skipped.

### Read the Total of a Filtered Set

1. Open **Advanced Filter** and narrow the list.
2. Set both **Type** and **Currency**; the total stays hidden until you do.
3. Leave **Payment Method** and the two comparison selectors alone, then read the figure beside the chips: everything the filter matches, not the page.

## Things to Watch

> **Deleting an entry is permanent**
> 
> No reversal entry, no history to read. This ledger records money that already moved: removing a row refunds nobody and changes no invoice. If the money did move, add a second entry the other way.

> **An invoice entry belongs to the invoice**
> 
> It appears when the invoice is marked paid. It goes when that invoice returns to unpaid, is cancelled, refunded or deleted. The correction belongs on the invoice.

> **The three figures cover different periods**
> 
> Income and expense are this month; the balance is everything ever recorded. All three convert at today's rates, while each entry keeps its own currency.

## Required Privileges

The screen opens for `INVOICES_LOOK` or `INVOICES_OPERATION`. The menu entry needs `INVOICES_CASH`.

Writing needs `INVOICES_OPERATION`: **Add Vault Entry**, **Periodic Expenses**, the bulk action, the row menu and the form. Downloading needs `TABLE_EXPORT`.

## Related Articles

- [Auto Periodic Expenses](https://docs.wisecp.com/en/auto-periodic-expenses)
- [Invoices](https://docs.wisecp.com/en/invoices)
- [Invoice Payments](https://docs.wisecp.com/en/invoice-payments)
- [Invoice Detail Overview](https://docs.wisecp.com/en/invoice-detail-overview)