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payments_and_receipts:cash_register [2019/11/04 14:44] – [Printing a cash register summary] Emily Porrello | payments_and_receipts:cash_register [2021/04/26 15:10] (current) – [Viewing the cash register] Gary Willetts | ||
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- | {{indexmenu_n> | + | {{indexmenu_n> |
- | ====== | + | ====== |
- | The **Cash Register** | + | The **Cash Register** |
+ | |||
+ | Any payments made in the [[payments_and_receipts: | ||
===== Viewing the cash register ===== | ===== Viewing the cash register ===== | ||
1. Click the **Special** tab in the navigator. | 1. Click the **Special** tab in the navigator. | ||
- | 2. Click the **Cash Register** button. | + | 2. Click the **Cash Register** button: |
{{ : | {{ : | ||
- | 3. The **Cash Register** will open. You can see the **Current register balance** and, for each transaction: | + | 3. The **Cash Register** will open: |
- | * Who the cash was received from or paid to | + | |
- | * Payment type, where **rc** is a //**cash receipt**// and **ps** is a // | + | |
- | * Amount received or paid, where a **positive** number is //**cash in**// and a **negative** number is //**cash out**// | + | |
- | * Date of the transaction | + | |
- | * Other details such as reasons and comments | + | |
{{ : | {{ : | ||
- | ===== Adding or removing cash ===== | ||
- | All transactions involving cash movement will be // | ||
- | You can set permissions | + | By default the window will show all of today' |
+ | | ||
+ | | ||
+ | | ||
+ | * Comment/ | ||
+ | * **Transaction type drop down list:** has All transactions, | ||
+ | * All these search fields are ANDed together so only cash transactions that match all of the filter values set will be shown in the list. | ||
- | ====Permissions for manual cash in/out transactions==== | + | Note that only // |
- | 1. Go to **Admin > Edit Users >** double click user name. | + | |
- | 2. In the **Permissions (2)** tab, check the **Cash Transactions** boxes to allow the user to perform manual | + | The //Current register balance// shows you the current balance of all the in and out payments in the datafile - this is the amount of cash you should have in your physical cash repository if you're using one. |
- | 3. Click **OK** until you return | + | For each transaction in the table you can see: |
+ | | ||
+ | | ||
+ | | ||
+ | * **ps** is a cash payment (cash paid by you to a supplier) | ||
+ | * Amount received or paid, where a **positive** number is //**cash in**// and a **negative** number is //**cash out**// | ||
+ | * Date of the transaction | ||
+ | * Other details such as reasons and comments | ||
- | {{ : | + | ===== Adding or removing cash ===== |
+ | All transactions involving payments will be // | ||
+ | You can use this cash register functionality to manually add **cash in** or take **cash out** from the cash register, without it being attached to another transaction. For example, this may be necessary for depositing cash in the bank. | ||
+ | You can set permissions to allow users to manually add **cash in** or take **cash out** from the cash register. | ||
- | ====Manual | + | ==== Permissions for manual |
- | Once permissions are set: | + | Users need to have the **Create cash transactions** permission |
- | 1. Click the **Special** tab in the navigator. | ||
- | 2. Click the **Cash Register** button. | + | ==== Manual cash in/out transactions ==== |
- | 3. Click the **Add transaction** button. Note: If the user does not have permission to make cash register transactions, | + | 1. Click the **Add transaction** button: |
{{ : | {{ : | ||
- | 4. Add the **Name** of the person/ | + | Note: If the user does not have permission to make cash register transactions, |
+ | |||
+ | 2. The Add cash transaction | ||
{{ : | {{ : | ||
- | 5. Select | + | Add the **Name** of the person/ |
+ | |||
+ | If you are searching for a patient, you can enter their surname followed by a comma and their first name (e.g. // | ||
- | 6. Enter the **Amount** of cash being removed or added. | + | 3. Select the **Transaction Type** from the dropdown list: **Cash out** (remove cash) or **Cash in** (add cash) and enter the **Amount** of cash being removed or added: |
{{ : | {{ : | ||
- | 7. If you are making a cash out transaction and the **Option** dropdown list is activated, you must select a reason for removing cash. You may also add a **Description** to give further details of the transaction. | + | 4. If you are making a cash out transaction and the **Option** dropdown list is activated, you must select a reason for removing cash. You may also add a **Description** to give further details of the transaction: |
<WRAP center round tip 60%> | <WRAP center round tip 60%> | ||
- | You can set a list of standard | + | The **Option** drop down list will be activated when you are making a //Cash out// transaction if you have entered Cash out transaction reasons on the Options tab of the Preferences (see the [[preferences: |
</ | </ | ||
{{ : | {{ : | ||
- | 8. Review the **New Cash Register Balance**, which will be automatically calculated. | + | 5. Click **OK**, then click **Save & Close** to finalise the transaction: |
- | + | ||
- | {{ : | + | |
- | + | ||
- | 9. Click **OK**, then click **Save & Close** to finalise the transaction. Once finalised, the transaction can no longer be edited. | + | |
{{ : | {{ : | ||
- | 10. The new transaction will now appear in your cash register and the **Current register balance** will be updated. | + | Once finalised, the transaction can no longer be edited. |
+ | |||
+ | 6. The new transaction will now appear in your cash register and the **Current register balance** will be updated. | ||
{{ : | {{ : | ||
- | ===== Printing a cash register summary ===== | ||
- | 1. Click the **Special** tab in the navigator. | + | ==== Cancellations for prescription payments ==== |
+ | When a prescription is cancelled, any payment made against it is not automatically cancelled because the patient might give you the goods back but not receive a cash refund. However, a patient credit is automatically created equal to the amount of the payment and assigned to the patient. This means the patient is refunded in credit, not cash. | ||
- | 2. Click the **Cash Register** button. | + | If you really wish to refund cash to the patient, you need to find the patient credit created for them, cancel it and then go to the cash register and enter a cash out transaction for the patient. This will appear as a " |
- | + | ===== Printing a cash transaction report ===== | |
- | 3. Click the **Print** button. | + | 1. Click the **Print** button: |
{{ : | {{ : | ||
- | 4. An Excel spreadsheet will open containing the same information as the cash register window. You can now save and/or print the spreadsheet from Excel. | + | 2. An Excel spreadsheet will open containing the list of transactions shown in the table: |
{{ : | {{ : | ||
+ | |||
+ | If you want different transactions to appear in the report, change the filters before clicking the **Print** button. You can then save and/or print the spreadsheet from Excel. The //Search by comment or reason// filter will remove any transactions from the selection that do not have a comment or reason that starts with what is typed into the field. In this way, you can report on any different selection of payments and receipts, including cancellations. | ||
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