Cash book

What is a cash book?

A cashbook lists all of a company's payment transactions (cash deposits, cash withdrawals, deposits and withdrawals) in tabular form. Cashbook software is available from various manufacturers for all common operating systems such as macOS and Windows. Each line (data record) in a cash book has a posting date and a sequential number, the amount of the posting, the debit and credit account, a posting text and, if applicable, a reference, such as an invoice from which the posting results. With modern ERP software, postings can usually be exported as a posting batch, e.g. in DATEV format, and further processed in other programs or forwarded to a tax consultant. The generated file of the posting batch contains all the data required to generate posting records in the corresponding accounting software.

Invoicing and cashbook in the gFM-Business ERP software

The gFM Business ERP software for Mac, Windows and iOS contains the following in the module [Invoice] the area [Cash book]which can be called up in the left-hand navigation. The mask [Cash book] displays the booking list for a period that can be selected in the upper area:

Posting records in detail

Each line in the list corresponds to a main posting, which can also consist of several postings in the case of split postings. If a posting results from a document, a preview image of the document is displayed at the beginning of the posting, which can be enlarged by clicking on it. Each posting record has the following additional fields:

• Receipt (PDF file of the receipt)
• Booking no. (consecutive booking number)
• Date (date of booking)
• Booking text
• Debit account
• Credit account
• Cost center (selection list definable in settings)
• Amount
• DATEV amount indicator
• DATEV tax key (optional)

By clicking on the pictogram in the column [Document] opens a larger preview window to display the PDF document. Click again on the receipt in the preview window to open the PDF file in Acrobat Reader or Preview.

Automatic bookings

Invoice and credit memo documents are automatically generated as posting records in gFM Business if this option has been activated and the payment type specifications contain corresponding posting accounts. When an invoice or credit note is posted, a corresponding posting record is automatically generated with the specified posting accounts and reference to the original document. If an invoice or credit note that has already been posted is canceled, the corresponding posting record is removed from the cashbook.

Enter new bookings

New bookings can be entered using the [+] symbol at the top right of the window. The following categories are available in gFM-Business for this purpose:

• Book output
• Post revenue
• Book receivable
• Enter manual booking

The following input fields are available in the entry dialog for a new booking:

• Booking date
• Gross amount
• Booking text
• Tax rate
• Debit account
• Credit account
• Cost center
• Invoice ID

Data export of posting records

With the booking status, gFM Business automatically remembers which bookings have already been exported in the past. Postings that have not yet been exported can be deleted using the [Booking export] can be exported to an external file. The following export formats are available:

• DATEV (EXTF/CSV)
• MonkeyOffice
• Customized data format with adjustable field sequence

The data export functions are only available on Mac and Windows, but not on iOS.

More information about gFM-Business invoicing

More information about the gFM-Business ERP software