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payments_and_receipts:cash_register [2020/04/24 14:40] – Gary Willetts | payments_and_receipts:cash_register [2021/04/26 15:10] (current) – [Viewing the cash register] Gary Willetts | ||
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The **Cash Register** allows you to see and create in and out payments for the customers and patients in your store. It also shows you the current balance of the cash register and you can use it to manage cash reconciliation in a store if you are using a physical cash repository of some sort. | The **Cash Register** allows you to see and create in and out payments for the customers and patients in your store. It also shows you the current balance of the cash register and you can use it to manage cash reconciliation in a store if you are using a physical cash repository of some sort. | ||
- | Any payments made in the [[payments_and_receipts: | + | Any payments made in the [[payments_and_receipts: |
===== Viewing the cash register ===== | ===== Viewing the cash register ===== | ||
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{{ : | {{ : | ||
- | By default the window will show all of today' | + | By default the window will show all of today' |
+ | * **From and To date fields:** include only cash transactions that have an entry date between (and including) these 2 dates | ||
+ | * **Patient/ | ||
+ | * Patient/ | ||
+ | * 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. | ||
+ | |||
+ | Note that only // | ||
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. | 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. | ||
- | Ror each transaction in the table you can see: | + | For each transaction in the table you can see: |
* Who the cash was received from or paid to | * Who the cash was received from or paid to | ||
* Payment type: | * Payment type: | ||
* **rc** is a cash receipt (cash paid to you by a customer or patient) | * **rc** is a cash receipt (cash paid to you by a customer or patient) | ||
- | * **ps** is a cash payment (cash paid by you to a "supplier") | + | * **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**// | * Amount received or paid, where a **positive** number is //**cash in**// and a **negative** number is //**cash out**// | ||
* Date of the transaction | * Date of the transaction | ||
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===== Adding or removing cash ===== | ===== Adding or removing cash ===== | ||
- | All transactions involving | + | All transactions involving |
- | You can set permissions to allow users to manually add **cash in** or take **cash out** from the cash register. For example, this may be necessary for depositing cash in the bank. | + | You can use this cash register functionality |
- | ====Permissions for manual | + | You can set permissions to allow users to manually add **cash in** or take **cash out** from the cash register. |
- | 1. Go to **Admin > Edit Users >** double click user name. | + | |
- | 2. In the **Permissions (2)** tab, check the **Create cash transactions** box to allow the user to perform manual | + | ==== Permissions for manual cash in/out transactions ==== |
+ | Users need to have the **Create cash transactions** permission set on the **Permissions(2)** tab of the user's details window | ||
- | 3. Click **OK** until you return to the navigator screen. | ||
- | {{ : | + | ==== Manual cash in/out transactions ==== |
+ | 1. Click the **Add transaction** button: | ||
- | ====Manual cash in/out transactions==== | + | {{ :payments_and_receipts: |
- | Once permissions are set: | + | |
- | 1. Click the **Special** tab in the navigator. | + | Note: If the user does not have permission to make cash register transactions, |
- | 2. Click the **Cash Register** button. | + | 2. The Add cash transaction window appears: |
- | 3. Click the **Add transaction** button. Note: If the user does not have permission to make cash register transactions, | + | {{ : |
- | {{ : | + | Add the **Name** of the person/ |
- | 4. Add the **Name** of the person/organisation | + | If you are searching for a patient, you can enter their surname followed by a comma and their first name (e.g. // |
- | {{ : | + | 3. Select the **Transaction Type** from the dropdown list: **Cash out** (remove |
- | + | ||
- | 5. Select the **Transaction Type** from the dropdown list: **Cash out** (remove) or **Cash in** (add). | + | |
- | + | ||
- | 6. 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. |
- | {{ : | + | 6. The new transaction will now appear in your cash register and the **Current register balance** will be updated. |
- | + | ||
- | 10. The new transaction will now appear in your cash register and the **Current register balance** will be updated. | + | |
{{ : | {{ : | ||
- | ===== Printing a cash transaction report ===== | ||
- | 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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| // Previous: | | // Previous: | ||
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