Cash Journal: Your Control Station

The Cash Journal is the heart of your daily bookkeeping. This is where you review your bank transactions, attach documents, and approve entries before they are sent to your accounting system.

Workflow

The work in the Cash Journal is divided into three natural steps:

Step 1: Transaction Overview

On the left side, you see your bank overview.

• Status: Each transaction has a status:
  • Pending: New transaction awaiting processing.
  • In Process: A document has been attached or accounts selected, but not yet approved.
  • Approved: The entry is finalized and sent to your accounting system.
  • Deposit: Incoming payments (deposits) are highlighted for easy identification.
• Filtering: Use the top panel to quickly find transactions that need attention:
  • Missing Document: Transactions that don't have an invoice or receipt attached yet.
  • Missing Accounts: Entries where the accounting category (account number) hasn't been selected.
  • Ready for Approval: The "sweet spot" where both a document is attached and accounts are correctly assigned. These are ready for your final click.
  • Approved: A history of everything you have already sent to your accounting system.
  • Deposit: A quick way to see all incoming payments.
• Sorting: You can sort your transactions by date, merchant name, or amount.
• Navigation: Transactions are organized by month. You can quickly jump between months using the navigation arrows.

Step 2: Document Handling

When you select a transaction, the center panel shows matching documents.

• Automatic Match: The system uses AI to automatically suggest documents that match the amount, date, and vendor name.
• Attach Document: Click a document from the "Inbox" tab to link it to the selected transaction.
• Document Preview: Click the document thumbnail to see a full-screen preview of the invoice or receipt.
• Manual Upload: If a document is missing from your inbox, you can upload it directly by dragging it into the upload area.

Step 3: Account Mapping and Approval

On the right side, you finalize your entry.

• Account Mapping: Select the appropriate account from your accounting system. The system remembers your previous choices and suggests the correct account automatically.
• VAT Calculation: The system automatically calculates VAT based on the selected account's default settings. You can manually adjust the VAT code if needed.
• Split Entries: If a single bank transaction covers multiple expenses, you can add extra lines to split the amount across different accounts.
• Balance Check: The system ensures that your entry is balanced (Amount = Net + VAT) before allowing approval.
• Approve: Once everything is correct, click "Approve Entry". The data is then sent directly to your accounting system (e.g., Dinero).

Special Situations

• Approval Without Document: For items like bank fees, interest, or private withdrawals where no invoice exists, you can select "Approve without document" and specify a reason (e.g., "Bank Fee").
• Undo Approval: If you discover a mistake after approving, you can click "Unapprove" to bring the transaction back into the journal for editing, provided it hasn't been finally locked in your accounting system.
• Locked Transactions: Once a transaction is fully synchronized and locked in your accounting system, it can no longer be edited in the Cash Journal.