In bessa Manager, the "Cash Book" tab determines whether a Sales Point keeps a cash book and how that cash book behaves at the sales point closing. Here you activate the cash book and control automatic withdrawal as well as the cash count entry.
The cash book documents all cash movements of a Sales Point. To learn how to open the cash book on the device and record deposits and withdrawals, see Cash Journal.
Prerequisites
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You need access to bessa Manager.
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The Sales Point you want to configure must be set up as a Main Sales Point.
Main Sales Points and Sub-Terminals: The cash book settings are part of the shared settings of a Main Sales Point. Sub-Terminals automatically inherit the cash book configuration of their associated Main Sales Point. Separate configuration per Sub-Terminal is not possible. For more information, see Sales Points.
Module prerequisite: The "Cash Book" tab and every function described here are only available if the Automatic Cash Journal module is licensed for your location.
Settings Overview
The "Cash Book" tab contains the following settings:
Active
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Property |
Value |
|---|---|
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Type |
Toggle |
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Default value |
Disabled |
Activates the cash book for this Sales Point. When the toggle is on, the Sales Point records all cash movements – cash payments, cash voids, and manual deposits and withdrawals – and the Cash Journal menu entry appears on the device. When the toggle is off, the Sales Point keeps no cash book.
Automatic Withdrawal
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Property |
Value |
|---|---|
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Type |
Toggle with amount field |
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Default value |
Disabled |
At the sales point closing, the cash balance is automatically reduced to a fixed amount: the portion exceeding the Remaining Amount is recorded as a withdrawal in the cash book, while the configured amount stays in the cash drawer as the opening balance (for example, permanent change).
Remaining Amount: The cash amount that stays in the Sales Point after the automatic withdrawal (for example, 200.00). It becomes the opening balance of the next business day.
Example: If the cash book shows a balance of €850.00 at closing and the Remaining Amount is set to €200.00, bessa records a withdrawal of €650.00. €200.00 stays in the drawer as change for the next day.
Cash Count Entry at Closing
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Property |
Value |
|---|---|
|
Type |
Toggle |
|
Default value |
Disabled |
When this option is on, the Sales Point prompts for the actual counted cash balance at the sales point closing. This lets you reconcile the calculated target balance with the real contents of the cash drawer or wallet. The procedure on the device:
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You enter the counted cash by denomination – from 1 cent up to 500 euro per coin or banknote value.
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After you confirm the denomination, the Sales Point shows any discrepancy against the calculated cash balance.
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A discrepancy is recorded as a surplus or shortage in the cash book and on the sales point closing.
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You then confirm that the discrepancy has been settled and that the cash balance now matches the calculated value.
The exact procedure on the device is described under Sales Point Closing. For how surplus and shortage appear in the report, see Sales Point Closings.
Permission
Required permission: To open and edit the cash book – in particular to record deposits and withdrawals – users need the Cash Book permission. Grant it via the user role. For details, see User Roles and Permissions Management.
Frequently Asked Questions (FAQ)
Why can't I configure the cash book on my Sub-Terminal?
The cash book settings are part of the shared settings controlled by the Main Sales Point. Adjust the settings on the associated Main Sales Point – all connected Sub-Terminals inherit them automatically.
What happens at closing if automatic withdrawal is disabled?
Without automatic withdrawal, the entire cash balance remains in the cash book and is carried over as the opening balance into the next business day. You then record withdrawals manually in the cash journal as needed.
Do I have to enable cash count entry and automatic withdrawal together?
No, the two options are independent. The cash count entry reconciles the actual balance, while the automatic withdrawal reduces the balance to a fixed change amount. You can use either one on its own or both together.
Where do I see the recorded cash book entries?
On the device in the Cash Journal menu entry, in Manager via the Dashboard, and in the Sales Point Closings.
Related Articles
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Sales Points – overview and management of your Sales Points
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Cash Journal – open the cash journal on the device and record entries
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Sales Point Closing – performing the sales point closing
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Sales Point Closings – view surplus and shortage in the report
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User Roles and Permissions Management – grant the Cash Book permission