Cash Management

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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 and the staff member's name; 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
A payment on an invoice, part payments included	Income	No, the invoice owns it
A refund on cancel or downgrade	Expense	Yes
A periodic expense rule	Expense	Yes

Each payment on an invoice gets its own entry, dated the day the money arrived. Part payments of an invoice still open are entered too. An invoice marked paid without a payment record gets one entry for what was owed, on its paid date. A zero total gets none. Payments from client balance get none 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. The totals below then show in it.

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 Totals

While a filter or a search is active, a strip under the panel shows Total Income, Total Expense and Net. The figures cover every matching entry, not the page.

Entries in other currencies are converted to the default currency at today's rate. Pick a Currency to read the figures in that currency alone. Net is total income minus total expense and can be negative.

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; the search box reads it, together with the staff member's name.

Tasks

Record a Movement by Hand

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

Correct an Entry

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

Delete Entries

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

Read the Totals of a Filtered Set

Open Advanced Filter and narrow the list, or type in the search box.
To read a single currency, pick it under Currency.
Read Total Income, Total Expense and Net in the strip under the filters: 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 a payment is recorded on the invoice, under that payment's date. It goes when the payment is deleted, or the invoice 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.

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