This module lets you review and manage Cash register document records. A cash register document records the cash movement of a cash register (cash desk): every document belongs to a direction (Incoming or Outgoing), a cash register and a currency, and its items hold the individual payments in or out, where needed together with the related invoice, proforma invoice or in-store sale. The list view gives you access to every cash register document you have created in one place: you can search among them and start the most important actions directly from here (create a new document, open, close, delete, clone, download, print, send email).
The possible statuses of a Cash register document are: Draft, Closed, Cancellation, Cancelled — the restrictions of each status are explained in the Frequently asked questions section.
The screenshots show the Hungarian user interface; where useful, the Hungarian label is given in parentheses.
Clicking the Main menu / Cash register / Cash register document / List menu item shows every cash register document created so far. Above the table, the Actions tab gives you the following buttons for the selected document:
Right-clicking a document row gives you the same quick actions (New, Open, Close, Delete) from a context menu, plus Cloning, which creates a new document from the data of the selected one — faster than entering everything from scratch for recurring payments.
Clicking the Search tab above the table reveals the filtering options. The fields shown right away are Partner company name, Document number, Currency, Status (you can select several statuses at once), Direction (Incoming or Outgoing), Cash register and Referencia (filters on whether the cash movement has a document: No document for the cash movement / There is a document for the cash movement). Clicking "Expand" opens further filters: searching by Document date (from and to date) and Colleague. Use the Search button to apply the selected conditions.
The View and layout tab lets you set how the list is displayed to you:
These settings are saved per user, so they are kept the next time you log in as well.
The Additional functions tab offers extra options for the selected document that support your daily work:
If you need the file or a printed copy of the cash register document right after closing it, do not download it in a separate step: choose Close and download or Close and print from the arrow next to the Close button. And if you only want to check that the document is correct, Download > PDF preview also works on a draft.
The table columns and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The unique identifier of the cash register document. | |
| Document date | The date the document was created. | |
| Cash register | The cash register (cash desk) whose turnover the document records. | |
| Colleague | The name of the colleague who recorded the document. | |
| Status | The current state of the document (Draft, Closed, Cancellation, Cancelled). The rows of Cancelled documents are shown struck through. | |
| Opening value | The balance of the cash register when the document was closed, before the items. It can be turned on in the Columns setting. | |
| Closing value | The balance of the cash register after the items of the document were posted. It can be turned on in the Columns setting. |
The fields of the Search tab and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Partner company name | Filters by the name of the partner on the document. | |
| Document number | Filters by the document identifier. | |
| Currency | Filters by the currency of the document. | |
| Status | Filters by the state of the document; several statuses can be selected at once. | |
| Direction | Filters for Incoming (payment into the cash register) or Outgoing (payment out of the cash register) documents. | |
| Cash register | Filters for the documents of a given cash register. | |
| Referencia | Filters on whether the cash movement has a document (No document for the cash movement / There is a document for the cash movement). The field label appears in Hungarian. | |
| Document date | Found under Expand; search by period with a from and to date. | |
| Colleague | Found under Expand; filters by the colleague who recorded the document. |
Only documents in Draft status can be closed, and only documents in Closed status can be deleted — a document that is already Cancelled can be neither closed nor deleted again. In that case the system shows an error message (closing is only possible for open documents, deleting only for closed documents). After deletion the document cannot be restored: if you deleted it by mistake, you have to record the cash movement again with a new document.
On closing, the value of the document items changes the balance of the selected cash register: it increases it for an Incoming document and decreases it for an Outgoing one. The Opening and Closing value of the document are recorded at this point. Delete deducts the effect of the document from the cash register balance, and the document gets the Cancelled status.
The availability of the buttons depends on the status of the selected document. Close, Close and print and Close and download can only be used in Draft status, while the final PDF and sending email require Closed status (or beyond). For a draft, the PDF preview and the XLSX exports are available. Also make sure the row is selected in the table, because without a selection the buttons are not active.
Check the filters set on the Search tab: Status, Cash register, Direction, Currency or the Document date period can easily filter documents out. Clear the filters and search again. Keep in mind that deleted documents stay in the list with Cancelled status, so if you only want to see closed documents, filter the Status field to Closed.
Open the document and record the items on the Items tab; the details are described in the Cash register document sheet guide. In-store sales have their own list, see the In-store sale list guide.
Filter the list to the documents you need on the Search tab, then use Download > XLSX list to export the whole list you currently see into a spreadsheet, even without a selection. If you also need the items, use the XLSX item list option.
The Cash register document module only appears under Main menu / Cash register if it is assigned to your user. If you do not see it, ask the system administrator to check the module assignment in your user settings.
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