> ## Documentation Index
> Fetch the complete documentation index at: https://docs.jadenet.id/llms.txt
> Use this file to discover all available pages before exploring further.

# Cashier Management

> Record and allocate payments, receipts, deposits, interbranch funds, and cash top-ups using the standard business-page format.

## Purpose

Use Cashier Management to record actual outgoing and incoming cash/bank movements, select the correct voucher type, allocate transactions to approved source documents, and maintain bank/cash-register traceability.

## Preconditions

* The user has cashier access and segregation-of-duties authorization.
* Cash register/bank account, counterparty, currency, exchange rate, and payment method exist.
* The source voucher, bill, invoice, SOA, deposit, or interbranch request is approved and open.
* Bank/payment/receipt evidence and value date are available.
* The accounting period is open and required mappings are complete.

## Workflow

1. Select the correct payment or receipt voucher type.
2. Select the cash/bank account and counterparty.
3. Load or link approved open source documents.
4. Enter amount, currency/rate, date, reference, and charges.
5. Allocate and review the transaction.
6. For a Payment Voucher, complete **Ask For Approval**, approval, and posting; for a Receipt Voucher, post the completed receipt without a receipt-approval stage.
7. Verify source balances and bank-book/accounting results.
8. Reconcile daily cash and bank activity.

The process map distinguishes the implemented Payment Voucher approval path from the Receipt Voucher posting path.

```mermaid placement="top-right" theme={null}
%%{init: {'flowchart': {'defaultRenderer': 'elk'}}}%%
flowchart LR
    A([Cash or bank transaction]) --> B{Payment or receipt?}
    B -- Payment --> C[Create Payment Voucher]
    C --> D[Link approved payable source]
    D --> E[Allocate payment]
    E --> F[Ask For Approval]
    F --> G{Payment approved?}
    G -- No --> H[Revise or reject payment]
    H --> E
    G -- Yes --> I[Post Payment Voucher]
    I --> J[Status: Paid]
    B -- Receipt --> K[Create Receipt Voucher]
    K --> L[Link receivable source and allocate]
    L --> M[Post Receipt Voucher]
    M --> N[Status: Received]
    J --> O[Update open balances and ledger]
    N --> O
    O --> P([Reconcile cash or bank])

    classDef start fill:#714B67,stroke:#56364E,color:#FFFFFF;
    classDef work fill:#EFE6ED,stroke:#714B67,color:#2F2933;
    classDef approval fill:#F8E6A0,stroke:#B8860B,color:#3B2E00;
    classDef finance fill:#D8F1EF,stroke:#00A09D,color:#123B39;
    classDef done fill:#D9EED8,stroke:#4F8A4C,color:#183817;
    classDef exception fill:#F5D8DC,stroke:#B54A59,color:#4A1720;
    class A start;
    class C,D,E,K,L work;
    class B,F,G approval;
    class H exception;
    class I,J,M,N,O finance;
    class P done;
```

## Step-by-step

<Steps>
  <Step title="Choose the transaction type">Select the payment/receipt view that matches advance, settlement, bill, invoice, credit note, SOA, non-job, interbranch, deposit, VAT/agent, or top-up purpose.</Step>
  <Step title="Select account and party">Confirm office, cash register/bank account, payee/payer, transaction/value date, payment method, and external reference.</Step>
  <Step title="Load the source">Select the approved outstanding source document and verify open balance, currency, and eligibility.</Step>
  <Step title="Enter the transaction">Enter amount, currency, exchange rate, bank charges, tax/withholding where applicable, and local-currency equivalent.</Step>
  <Step title="Allocate">Distribute the amount across eligible source items without exceeding open balances.</Step>
  <Step title="Attach/review evidence">Compare allocation and total with bank instruction, transfer proof, receipt, statement, or cash document.</Step>
  <Step title="Approve/release and post">Complete the configured workflow and avoid repeated submission while processing.</Step>
  <Step title="Verify and reconcile">Confirm source open balances, bank-book entry, journal, and physical/bank evidence.</Step>
</Steps>

## Screenshots

<Note>No sanitized current-version Cashier Management screenshots are stored in the repository yet.</Note>

Recommended captures: payment/receipt type menu; voucher header; Load Outstanding action; allocation lines; currency/rate; approval/posting status; Bank Book Entry.

## Result

The actual movement of funds is recorded once, allocated to the correct approved source documents, reflected in cash/bank and open balances, and supported for reconciliation.

## Approval

Payment Vouchers use **Ask For Approval**, approver decisions, and posting. Receipt Vouchers do not use that approval status sequence; they are posted and move from **Draft** to **Received**. Both paths require source, party, cash/bank account, amount, value date, currency/rate, allocation, evidence, and segregation-of-duties checks.

## Accounting Impact

Posted payments reduce cash/bank and settle or reclassify AP, advances, deposits, SOA, tax, interbranch, or non-job balances. Posted receipts increase cash/bank and reduce AR or create/settle customer deposits and other configured balances. Exchange differences and bank charges post according to mappings.

## Common Errors

| Error                             | Resolution                                                               |
| --------------------------------- | ------------------------------------------------------------------------ |
| Wrong payment/receipt type        | Cancel/correct before posting and use the matching source workflow       |
| Source document not available     | Check approval/posting status, party, office, currency, and open balance |
| Allocation exceeds open amount    | Correct allocation and confirm partial/full settlement intent            |
| Wrong bank/cash account           | Correct before release/posting                                           |
| Duplicate transaction after retry | Check voucher, bank book, and journal before resubmitting                |
| Wrong value date or exchange rate | Correct through the authorized period/correction process                 |

## Related Functions

* [Expense Management](/modules/voucher-management)
* [Accounting and Finance](/modules/accounting)
* [Approvals and posting](/workflow/approvals-and-posting)
* [Period management](/admin/period-management)
* [Troubleshooting](/support/troubleshooting)