Cashier & Expenses Tracking Features

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Cash Register (Cashier)

The Cash Register feature helps you manage all cash transactions in your business. It tracks every time money is added to or removed from your cash drawer, providing a complete record of cash flow for each branch.

Key capabilities:

• Add cash to the register (deposits, payments received)

• Withdraw cash from the register (payouts, refunds, change)

• View complete transaction history

• Export cash logs to CSV for accounting

• Open cash drawer (web only, when connected to receipt printer)

• Track current balance at any time

• Revert/deleted previous transactions if needed

Expenses Tracking

The Expenses Tracking feature helps you record and monitor all business expenses across categories. It provides insights into where your money is going and helps with budgeting and financial reporting.

Key capabilities:

• Add new expenses with detailed information

• Categorize expenses (utilities, rent, employee bonuses, etc.)

• Attach invoice/receipt images or PDFs

• View expense history with filtering options

• Filter by date range, category, or branch

• Export expenses to CSV

• Delete expenses when needed

• Track total expenses for selected periods

Term | Definition

Cash Register | Physical drawer containing cash; digital tracking system for cash transactions

Transaction | Any cash in or out of the register

Deposit | Adding money to the register

Withdrawal | Removing money from the register

Expense | Money spent by the business on operations or purchases

Invoice | Bill or receipt for goods/services purchased

Reconciliation | Comparing digital records with physical cash count

Soft Delete | Marking an item as deleted without actually removing it from database

CSV Export | Downloading data in comma-separated values format for spreadsheets

Branch | Physical location of your business (if you have multiple)

Category | Type or classification of expense

Filter | Showing only items that match specific criteria

Managing and Filtering Expenses

Managing and filtering expenses allows business owners to organize and view expenses based on specific categories, or dates. This feature simplifies expense tracking by making it easy to analyze costs in detail, helping the business stay on budget and identify spending patterns.

1. Click on the highlighted box2. Filter by expenseSelect a type of expense to filter the list of expenses by.

3. Click on highlighted box4. Filter by timelineSelect a timeline from the list to filter the expenses by, or select custom then select the dates to filter the expenses by.

Adding Expenses →

Adding Expenses

Adding expenses allows management to log new costs directly into the system, ensuring that all business expenses are accurately recorded. This feature is essential for keeping an up-to-date record of all business spending, enabling better financial management.

1. Click on "Add Expense"Click on add expense to add a new expense.

2. Expense detailsFill in the details of the expense including the date, category, amount, payment method, and description. Then click on "Save", to confirm adding the new expense.

Services Catalogue →

Cash Register Flows

Flow 1: Add Cash to Register

1. Open Cash Register

• Navigate to Cash Register screen

• Verify you're on the correct branch (shown in dropdown)

1. Click "Cash Entry" Button

• A dialog appears showing current balance

1. Select "Add Cash" Mode

• Toggle switch should be on "Add Cash" (green)

• Current balance displays in green box

1. Enter Amount

• Type the amount to add (e.g., 500.50)

• Must be a positive number

1. Add Description (Optional)

• Enter a note explaining the transaction

• Examples: "Daily deposit", "Payment from customer"

1. Click "Add Cash"

• System processes the transaction

• Success message appears

• Dialog closes automatically

• Transaction log updates

Flow 2: Withdraw Cash from Register

1. Open Cash Register

• Navigate to Cash Register screen

1. Click "Cash Entry" Button

1. Select "Withdraw Cash" Mode

• Toggle switch to "Withdraw Cash" (red)

• Current balance displays in green box

1. Enter Amount

• Type the amount to withdraw

• Must be a positive number

• Cannot withdraw more than current balance (not enforced in UI)

1. Add Description

• Required to explain the withdrawal

• Examples: "Petty cash withdrawal", "Customer refund"

1. Click "Withdraw Cash"

• System processes the transaction

• Balance decreases

• Transaction appears in history

Flow 3: View Transaction History

1. Open Cash Register

• Transaction history table displays automatically

1. Use Grid Features

• Sort: Click column headers to sort

• Filter: Use filter icons to search

• Scroll: View all transactions

1. Understand Row Colors

• White rows: Active transactions

• Grey rows: Deleted/reverted transactions (with strikethrough text)

1. View Transaction Details

• ID: First 8 characters of transaction ID

• Timestamp: When the transaction occurred

• Amount: Transaction amount (negative for withdrawals)

• Amount Before/After: Balance before and after transaction

• Cash Returned: Any change given back

• Action: Type of transaction (Add, Withdraw, Change, Revert)

• Description: Notes about the transaction

1. Delete/Revert Transaction

• Click the trash icon on the row

• Confirmation dialog appears: "Are you sure you want to revert this process?"

• Confirm to revert the transaction

• Row turns grey and shows strikethrough

• Balance recalculates

Flow 4: Export Cash Logs

1. Open Cash Register

2. Click Download Icon (file down icon in top right)

3. CSV file downloads with all transaction data

4. Open in Excel/Google Sheets for accounting

Flow 5: Open Cash Drawer (Web Only)

1. Open Cash Register (web browser)

2. Click Inbox Icon in top right

3. Cash drawer opens (if connected to printer)

4. "Cash drawer opened" message appears

Note: Only works on web and requires:

• Thermal printer connected

• Printer configured in branch settings

• Custom drawer commands set up if needed

Expenses Flows

Flow 1: Add New Expense

1. Open Expenses Screen

• Click "Expenses" in navigation menu

1. Click "Add Expense" Button

• Opens Add Expense form

1. Fill in Expense Details

Date:

• Defaults to today's date

• Click calendar icon to change

Category:

• Select from dropdown:

• Cash Settlement

• Transfer Settlement

• Utilities

• Rent

• Employee Bonus/Incentives

• Maintenance/Repairs

• Training/Development

• Insurance

• Sale Refund

• Misc

Amount:

• Enter expense amount

• Decimals supported (e.g., 125.50)

• Must be greater than 0

Payment Method:

• Select from available payment methods

• Options vary based on your business setup

Description:

• Required field

• Describe the expense (e.g., "Office supplies", "Electricity bill")

• Max 3 lines visible in form

Invoice Attachment (Optional):

• Click "Add Invoice Photo" button

• Choose option:

• Camera: Take photo with device camera

• Gallery: Select image from device

• PDF: Select PDF file

• Preview appears after selection

• Click "Remove Invoice" to replace

1. Click "Save"

• System processes and saves expense

• Success message appears

• Returns to expenses list

• New expense appears in list

Flow 2: View Expenses

1. Open Expenses Screen

• Today's expenses load by default

• Total expenses shown at top

1. Filter by Date Range

• Select from dropdown:

• Today: Shows expenses for today

• This Week: Current week (starting Monday)

• Last Week: Previous week

• This Month: Current calendar month

• Last Month: Previous calendar month

• This Year: Current calendar year

• Last Year: Previous calendar year

• Custom: Pick date range from calendar

For Custom Range:

• Select "Custom" from dropdown

• Calendar appears

• Select start and end dates

• Filter applies automatically

1. Filter by Category

• Select category from dropdown

• Shows only expenses in that category

• Select "All" to see all categories

1. Filter by Branch

• Change branch in dropdown at top

• Expenses filter to selected branch

• Works with date and category filters

1. View Expense Summary

• Each row shows:

• Category name

• Date

• Amount in red

1. Click Expense Row

• Opens expense details screen

Flow 3: View Expense Details

1. From Expenses List

• Click on any expense row

1. View Complete Information

• Date: When expense occurred

• Category: Expense type

• Description: Notes about expense

• Amount: Expense amount (in red)

• Payment Method: How expense was paid

1. View Invoice (if attached)

• Invoice image or PDF preview appears

• Click "View Invoice" button

• Opens in new browser tab

1. Delete Expense

• Click red "Delete Expense" button

• Confirmation dialog appears

• Confirm to delete (soft delete)

• Success message appears

• Returns to expenses list

• Expense is no longer visible

Flow 4: Export Expenses

1. Open Expenses Screen

2. Click Download Icon (file download in top toolbar)

3. CSV file downloads with:

• All filtered expenses

• All expense details

1. Open in spreadsheet software