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The general cashier

House cash that is not a guest payment — paid-outs, petty cash, floats and bank runs — recorded against a named account and a purpose that carries its own direction.

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Who this is for: Manager, Accountant and Owner — the whole screen needs billing.cashier.record. Where: Accounting → General Cashier

The general cashier is cash moving in and out of the property that is not a guest payment. A taxi advance handed over the desk, petty cash for lobby flowers, the morning float, the afternoon bank run — none of these belong on a folio, and all of them have to end up in the ledger anyway.

Every movement carries two things: the account the cash physically sits in, and the purpose it moved for.

注意

This is not where you take a guest's money. A payment against a stay goes on the folio, at Front Desk → Guest Folio. Recording a guest payment here instead would take the cash out of the guest's balance and leave the folio unpaid.

The purpose carries the direction#

A purpose is a reason cash moved, and each one is permanently either money in or money out. The clerk recording a movement picks the purpose and enters an amount; they never choose a direction, and they cannot enter a negative number.

That is the point of the design. A paid-out is always money leaving, so it cannot be keyed as money arriving on a bad day. Nerve seeds seven purposes:

Purpose Direction For
Guest paid-out out Cash advanced to a guest and recharged to their folio
Petty cash expense out Small house purchases paid from the drawer
Float top-up in Cash issued to the drawer at the start of a shift
Float return out Cash handed back off the drawer
Bank-in / deposit out Cash leaving the property for the bank
Cash over in The drawer counted higher than the register
Cash short out The drawer counted lower than the register

Add your own with New purpose. Each carries a code, a name, its direction and the general-ledger account it posts to.

重要

Direction is decided once, when the purpose is created. Choose it looking at the drawer, not the ledger: "Bank-in" is money out of the property's cash, even though it is money into the bank. Getting this backwards puts every movement under that purpose on the wrong side of the register.

Cashier accounts#

An account is where the cash actually is — the front desk drawer, the safe, a petty cash tin. Create one with New account, giving it a code, a name and the general-ledger account it maps to.

An account is in the property's own currency, and a movement against an account whose currency has drifted from the property's is refused rather than converted. There is no exchange happening at the drawer, so there is none in the record either.

Record a movement#

  1. Select Record movement.
  2. Pick a Purpose. The picker shows each purpose's direction, so you can see before submitting whether this is money in or money out.
  3. Pick the Account the cash moved through.
  4. Enter the Amount — always positive.
  5. Enter a Reference (the paid-out slip, the deposit slip, the receipt number) and a Memo if the reference alone will not mean anything in a month.
  6. Set the Business date if the movement belongs to a day other than today.
  7. Select Record.

Who recorded it is stored against the movement, and a recorded movement is not editable — correct one with an opposing movement, the way you would correct a cash book.

Read the day#

The top of the screen totals the period by purpose, one card each, with its direction on it.

The General Cashier screen: cards for Float top-up US$500.00 Cash in, Bank-in / deposit US$300.00, Guest paid-out US$45.00 and Petty cash expense US$120.00, each Cash out, with New purpose, New account and Record movement above

Totalled by purpose, not netted into one figure. US$500 in and US$465 out is a different day from US$35 in, and the drawer count only reconciles against the first reading.

Below it, the register lists every movement in the period, and the accounts panel lists the drawers themselves.

The Register listing four movements dated 15 Aug 2026 — Bank-in / deposit DEP-0815, Petty cash expense PC-0044, Guest paid-out PO-2211 and Float top-up FL-0815 — all against Front Desk Float, above a Cashier accounts panel showing Front Desk Float FD-FLOAT in USD against GL 1000

Each row carries a Cash in or Cash out badge it did not choose — the badge is the purpose's direction, showing through.

The period defaults to the current month. Every movement posts to the ledger against its purpose's general-ledger account, so the register and the ledger are two readings of the same events rather than two records to reconcile.

A shift, end to end#

A typical front-desk day through this screen:

  1. Float top-up US$500 — the drawer is issued at the start of the shift.
  2. Guest paid-out US$45 — a taxi advance for room 301, recharged to the guest's folio as a separate posting.
  3. Petty cash expense US$120 — lobby flowers, receipt kept.
  4. Bank-in / deposit US$300 — the afternoon run, deposit slip number on the reference.

The drawer should now hold US$35 more than it started with, before guest payments. Count it. If it does not, record the gap as Cash over or Cash short rather than quietly adjusting one of the four — a shortage that is written down is a fact somebody can investigate, and one that is absorbed is not.

What's next#