Documentation

Books

Record each day's sales total and expenses, check the cash against the cash drawer, and see your profit for any period.

What Books is for

Books is a simple daily record that you fill in by hand in the Web admin. Once a day you enter the total sales, how much of it was paid through Wamd and Keeta, the expenses you paid, and the cash you counted in the cash drawer. Books works out the cash sales, what the cash drawer should hold, and the profit.

Books stands on its own
  • Orders taken in the POS app are not copied into Books. You type the day's total yourself.
  • The expenses under Point of Sale > Expenses are a separate list. They do not appear in Books.
  • Books entries do not appear in the Accounting menu. See Finance for that part of the Web admin.

The Books menu appears for users who have permission to take orders. It contains:

Menu item What it is for
Daily Entry Enter one day's sales, expenses and cash count on a single screen
Sales List See the days you have recorded, with the cash drawer check for each, and open a day to correct it
Expenses List See, add, edit and delete single expenses
Profit & Loss Total sales minus total expenses for a period
Expense Categories The categories you pick from when you record an expense

Record a day

Do this once at the end of each day, after you have counted the cash drawer.

  1. Open Daily Entry
    In the Web admin, go to Books > Daily Entry.
  2. Check the date
    Date is filled with today. Change it if you are entering an earlier day.
  3. Enter the sales

    Under Sales, enter:

    • Total Sales: everything sold that day, however it was paid.
    • Wamd: the part of the total paid through Wamd.
    • Keeta: the part of the total paid through Keeta.
    • Sales Description: an optional note.

    Cash Sales is worked out for you: Total minus Wamd minus Keeta.

  4. Enter the expenses

    Under Expenses, fill one row for each expense paid that day: choose a Category and enter the Amount. Vendor / Paid To and Description are optional.

    The screen starts with three empty rows. Click Add Expense for more. Rows you leave empty are ignored. Click the bin icon to remove a row.

  5. Enter the cash you counted

    Under Cash Reconciliation, enter the cash in the cash drawer at close, after the expenses were paid, in Cash Counted.

    Expected in Drawer shows cash sales minus expenses. Short / Over shows the difference and one of Drawer balances, Short or Extra.

  6. Save
    Check Sales, Expenses and Day Profit at the bottom, then click Save Day. The screen clears, ready for another day.
Rules the screen enforces
  • Each date can have only one sales record. To change a day you have already saved, open it from the Sales List.
  • When you enter sales, you must also enter Cash Counted.
  • Wamd and Keeta together cannot be more than Total Sales.
  • Each expense row needs both a category and an amount greater than zero.
  • To record expenses only, leave Total Sales at 0. You then do not need a cash count.

Sales List

Books > Sales List shows one row for each day that has a sales record. A day with expenses only is not listed here; find its expenses in the Expenses List. The list opens on the current month up to today. Change From and To and click Filter to see another period.

Column Meaning
Sales Total sales for the day
Cash, Wamd, Keeta How the total splits by payment type
Expenses All expenses recorded for that date, including ones added later from the Expenses List
Expected Cash sales minus the day's expenses
Counted The cash you counted in the cash drawer
Short / Over Counted minus Expected. A minus figure means the cash drawer was short.

The last row totals every column for the period.

Correct a day

  1. Open the day
    In the Sales List, click the pencil icon on the day's row. The Edit Day screen opens with the day's sales, cash count and expenses.
  2. Make your changes
    Change any figure, add expense rows, or remove them. Removing an expense row deletes that expense when you save.
  3. Save
    Click Save Day. You return to the Sales List.

Delete a day's sales

Click the bin icon on the day's row and confirm. This removes the sales record for that date only. Expenses recorded for the date stay in the Expenses List until you delete them there.

Expenses List

Books > Expenses List shows every expense, with its date, category, who it was paid to, description and amount. It opens on the current month up to today. Filter by From, To and Category.

Use this list for an expense that is not part of a day's entry, such as rent paid on a day you did not trade, or to fix a single expense.

Add an expense

  1. Click New Expense
    The button is at the top right of the Expenses List.
  2. Fill in the expense
    Enter the Expense Date, choose a Category and enter the Amount. Vendor / Paid To, Description and Notes are optional.
  3. Click Save
    The expense appears in the list and is counted in the cash drawer check for its date.

To change an expense, click its pencil icon, edit it and click Save. To remove it, click its bin icon and confirm.

Expense Categories

Books > Expense Categories lists the categories offered when you record an expense. The first time you use Books, these categories are created for you: Rent, Salaries, Utilities, Supplies, Maintenance, Marketing, Bank Fees and Other.

  • To add one, click New Category, enter a Name and click Save. Display Order sets its position in the list.
  • To rename one or change its order, click its pencil icon.
  • To stop offering a category without losing its history, edit it and switch Active off. Inactive categories are not offered on new expenses.
  • To delete one, click its bin icon. You can only delete a category that has no expenses.

Profit & Loss

Books > Profit & Loss shows total sales minus total expenses for a period. It opens on the current month up to today. Change From and To and click Update.

Section Shows
Total Sales Sales for the period, with the split between Cash, Wamd and Keeta
Total Expenses All expenses dated in the period
Profit Total Sales minus Total Expenses, and the margin as a percentage of sales
Cash Short / Over The sum of the daily cash drawer differences. It is shown for information and is not part of profit. Days saved without a cash count are listed as days without a drawer count.
Expenses by Category For each category: the number of entries, the amount, and its share of all expenses

The Home page of the Web admin also shows a Books section with this month's figures and a View report link to this report.

Troubleshooting

"Sales for (date) are already recorded. Nothing was saved"

That date already has a sales record. Go to Books > Sales List, click the pencil icon on that day and make your changes there.

"Count the drawer and enter the cash."

You entered sales but left Cash Counted empty. Count the cash drawer and enter the amount, then save again.

"Wamd and Keeta together cannot be more than the total sales."

Total Sales must include the Wamd and Keeta amounts. Check the three figures.

"Enter the total sales or at least one expense."

The day is empty. Enter a sales total, or fill at least one expense row.

"Enter the total sales. To remove the day's sales, delete it from the Sales list."

You opened a saved day and set Total Sales to 0. To remove the day's sales, go back to the Sales List and use the bin icon on that row.

"Cannot delete a category that has expense entries. Deactivate it instead."

The category is used by at least one expense. Edit the category and switch Active off.

"A category named '(name)' already exists."

Choose a different name, or edit the existing category.

Related guides

Closing the Day

Close the day and count the cash drawer in the POS app.

POS Reports

Find the day's sales total from orders taken in the POS app.

Finance

The Accounting menu and the chart of accounts.