Table of contents
Create cash book
You can also maintain a cash journal directly in Xentral to map your cash transactions in an audit-proof manner for accounting purposes.
To do this, first create the new account under "Administration → Settings → Business accounts" with a name of your choice, mark it as active, select the type "Cash" and prevent your customers from receiving unnecessary e-mails by checking the appropriate box. If you also know which chart of accounts you use in your company, you can enter the correct account in the "DATEV" field and thus make your accounting or tax office's work easier in the future. Don't be put off by the fields for CSV imports and leave the interface by saving your settings.
Use cash book
Create opening balance
Post opening balance: When you have created the cash book and enter the cash book for the first time (under "Accounting → Cash book"), you can post an opening cash balance. The following message appears: "There is no opening balance in the cash book yet! Before making a booking, an opening balance can now be defined."
If you want to access your cash book from now on, you will find it under "Accounting → Cash book", where you can click to display a list of all currently posted transactions. If you click on the button , the following menu will open, where you can enter bookings manually.
The field names with an asterisk tell you what minimum information is mandatory for the system to accept your booking. In addition to the booking date, the booking amount must be entered here, which is made up of three individual fields:
Booking amount: a positive number must be entered here in any case, reflecting the amount of your booking.
Booking type: Use the drop-down menu to specify whether your booking is a revenue or an expense.
Tax rate: Depending on your default settings, you can also select the tax rate at which the entry is to be taxed, whereby it is also permissible to enter 0%. If you want to enter entry items with different taxation, these must be entered as separate entries.
Please note that a negative sign in the document field is generally ignored, as the posting type must be displayed separately; a negative amount with the type Revenue is therefore handled by the system as a "real" and therefore positive revenue. In the document field, you enter a unique identifier that allows you to draw conclusions about the underlying business transaction. In addition to these mandatory entries, you can make some other entries, which will allow you to benefit from the application to a greater extent. If the posting is related to a customer of your company, you can transfer his stored master data directly into the address field. If the DATEV account is known, you can also specify it, as well as link created projects and insert remarks (visible in the posting overview or purely internal). Since the booking numbers are assigned consecutively, it is recommended to pay attention to a correct entry sequence from the beginning, if possible, in order to minimize the subsequent workload. However, as long as you have not yet performed a cash closing, you can always make entries for a date in the past.
As you can see in the screenshot, a posting was made here to a past date, which means that the order of the cash book must be corrected. The easiest way to do this is to use the arrow keys in the right menu area. While you comfortably move your booking to the desired position with the help of the buttons, the corresponding booking number is automatically corrected.If you should have made a booking on an incorrect date, you can also easily correct this with the help of the arrow keys. If you want to backdate the seventh booking in the above example, clicking on in the corresponding entry will move the booking below the immediately preceding one.
As you can already see from the green highlighted message, the posting date and number are automatically adjusted in addition to the sequence, so that you do not have to do anything else. Please note that the above-mentioned change options are only available until you have performed a cash closure. You can do this by clicking on "Perform cash closing", which will prompt you to select the last entry to be included in the closing.
If the balance of your cash book shows a negative balance at any time within the selected fixed time, the system will react with an error message and will not perform a cash closure for the period in question until the error has been corrected. In this way, you protect yourself from downstream difficulties, since the tax office considers negative balances in the cash register as a serious deficiency and interprets it as an indication that the cash book as a whole may not have been properly maintained.
Once you have corrected all entries and successfully run your cash closing, you will from now on find the fixed entries under the "Archive" tab. Depending on your needs, you can filter this view by income, expenses and remarks, search for specific terms or view all details of a specific individual entry by clicking on the pencil icon.
Cash book export
If you want to export your cash book, select it in "Accounting → Cash book" and then navigate to the "Export" tab.
Here you can then first select the date range that you want to export before a corresponding CSV file is generated for you. Please note that here only the bookings can be exported after you have already performed a cash closing for them.
The exported CSV file will then contain the following information next to the "Cash" heading:
First entry: opening balanceFirst column: Sequentially assigned posting number Second column: Posting date Third column: Purpose (for postings from POS, this forms the customer name in conjunction with the invoice number Fourth column: Type of entry (revenue or expense) Fifth column: Amount Sixth column: CurrencySeventh column: Cash balance
Export cash book to DATEV
It is also possible to export the cash book in the new DATEV format. To do this, the following three steps must be performed:
- Perform cash closing for the export area.
By pressing the button "Execute cash closure" (Accounting → Cash book → Select cash book), you will be asked to specify up to which entry the cash closure should be executed. After that, the transactions disappear from the "Current transactions" tab and end up in the "Archive".
- The next step is to switch to the incoming payments screen (Accounting → Incoming payments → Select cash book). Clicking on the "Live import" button loads all the transactions up to which a cash closure has been performed.
After the "Live Import", you can edit the "Posting Text, Account" etc. again.
With the button "Finish booking" all bookings that one on the page are booked.3. export of the data in the new Datev - format.After that one can switch to the financial accounting export (Accounting → Financial accounting export → Accounting accounts). Here the corresponding cash book can now be selected as an account and exported for the booked area.