Adding and Reversing Entries

When entering data Tab or Return will take you to the next field. Dropdown box selections can be made by typing the first character and then using -> to select the correct item

Adding Cashbook Entries

To add an Entry, click the Add Entry button, and enter the following details, and then click Save:

  • Date

    The date of an entry must be withing the current Account Period. It can be in the future, which can be useful if you wish to enter cheques that are going to be signed at the next meeting.

  • Entry Type

    This has to be one of the Entry Types associated with the current Cashbook. Can be selected by drop down, or simply entering the first character of the code.

  • Description
  • Bank Details

    Is optional but intended for store information such as cheque number.

  • Bank Details

    Is optional, and typically unknown when entering cheques, but can be useful when entering Direct Debits etc., from a statement.

  • Amount

    Has to be > 0

    Pressing Tab or Return will move down to the analysis.

  • Analysis

    You can add a new Analysis by clicking Add Analysis, or simply pressing Enter/Tab whilst in the Note field.

    • Account

      Select account using the drop-down box, alternatively enter the first character of the account name and use ->.

      The Accounts are presented as a flat list rather than a hierarchy. However, Accounts that have Sub-Accounts are shown in bold.

    • Use the VAT account to record the amount of VAT paid, not the VAT126 account, the latter is used when a claim is made.


      This is the amount of the entry that is for the selected account.

    • Note

      If you wish to record information that is relevant only to this particular analysis.

    If the VAT account has been selected the following fields are enabled:
    • Invoice Date

      This is the date on which the supply occurred.

    • Supplier

      Select from the drop-down list of Suppliers. Suppliers and their VAT numbers can be entered on the Suppliers Tab.

    • Supply Description

      It is only necessary to enter a description if it cannot be determined from the non-VAT analysis. I.E. If there is more than one non-VAT analysis, or the name of the account for that analysis does not match the description of the supply.

    • Addressee

      If the Addressee is not the Council, enter the name of the addressee. When this is left blank the VAT126 report will you the Council as addressee


Journals are a special type of Entry. They don't represent money in or out, even though they show as an "Out" Entry Type, because their amount is fixed at zero. Their only use is to move amounts from one account to another, as in the following situations:

Normally, you don't have to think about debits/credits, as the Entry Type determines what the analysis represents. However, when you are using Journals, you do have to think in those terms.

To debit an account have an analysis line with a +ve amount, to credit an account have an analysis line with a -ve amount. The amounts of all the analysis lines must sum to zero. Journals are the only Entry Types that allow -ve amounts in Analysis.

Reversing an Entry

To provide an audit trail, entries cannot be deleted or edited. However, entries can be reversed (effectively deleting), and re-entered (effectively an edit).

Reversals are also necessary for situations where a cheque has been raised but is never presented.

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