Add a new entry
In a cash book or a combined cardbook (which also displays card transactions), you can add a entry for cash expenditures or income. You can register these by clicking on the 'Add Entry' button at the top of the entry overview.
The data at the top of the entry is automatically generated. The rest of the fields need to be filled in by you.
- Type of Entry
First, you need to choose the type of entry you want to add. Depending on the settings in the book, you can choose from:
- Default Entry
This is a regular income or expenditure entry.
- Advance payment
Depending on your Spend Cloud settings, you can register an advance. With this option, you can record how much cash has been given to a colleague.
- Deduct Advance
If there are outstanding advances in the cash book that have been accounted for or refunded, you can deduct the advance.
- Issuance
Depending on the settings in your Spend Cloud, it is possible to book an issuance. You use this option when there is a deposit of cash into another book. Spend Cloud will automatically make a contra entry in the selected cash book, allowing you to register only one entry.
- Cash Difference
With this option, you can enter a cash difference in Spend Cloud. You need to specify whether it is a surplus or shortage. Depending on your settings, the cash responsible person will be informed of a cash difference.
- Cost Center
Only the relevant cost centers for your book are shown here. A default cost center may already be selected. If the entry needs to be booked to a different cost center, you can select another cost center from the drop-down list.
- Date
Depending on your organization's preferences, you may not be able to add entries from a different period than the one you are currently booking. You either fill in the date of the receipt or the date on which the entry is entered.
- Entry Type
Here, you can specify the type of entry, such as expenditures, income, an accountability, or a shortfall. Depending on the type of entry, you will see different options here.
- Cost Type
A cost type is a clarification of a general ledger account. A general ledger account often has a very general name that may be unclear to the encoder of the entry. Cost types linked to the general ledger account allow you to specify for which entries they should be used. You can choose from the drop-down list on which cost type the amount should be booked. In some entries, the cost type may already be known, and this value is automatically filled in.
- Amount (€)
Here, you fill in the amount of the entry.
- Description
If the entry is not a standard entry or accountability of an advance, a default description is filled in. You can change this if necessary.
- Attachment
Add a supporting document here by clicking 'Choose a File.' A screen will open where you can select the file.
Currently, it is not possible to add multiple attachments in the Spend Cloud on the computer. However, it is possible to do this in the app version of Spend Cloud.
Once you have filled in everything, you can choose 'Save' at the top of the page. The newly added entry is now displayed in the overview. If you made a mistake, it is possible to edit an entry via the pencil icon. If it is a distributed entry, it must first be reversed (see the next paragraph).
Reversing the coding of an entry
If you want to completely undo the coding of an entry, you can do this by reversing it. Click on the three dots at one of the (distributed) entries and click 'Reverse Entry.' The entry can then be recoded and, if necessary, redistributed with the new coding.
It is not possible to edit entries in a closed period. This period must first be reopened.
In a cash book, it is not possible to add an entry that results in a negative balance. You cannot spend more cash than you actually have. First, add an income entry, after which you will have the opportunity to process an expenditure entry again."
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