Adding a book
In Spend Cloud, every transaction is recorded in a book. Depending on the type of transaction you want to record, you can create different types of books in the 'Application Management / Cash & Card / Books menu.
Adding a Book
At the top of the Books overview, you will find the 'Add' button. Clicking on this button allows you to create a new book.
The book you create is made available for a specific organizational unit. Only employees who have a role in the same organizational unit can access the book. If you need to move an existing book to another organizational unit, refer to the instructions here.
Granting access to a book for an employee can be done by creating the appropriate role for them. This can be done from the Roles overview.
Under 'Book Type', you can indicate whether you want to add a bank book, card book, or cash book.
- Bank Book Import: For transactions with a traditional bank card. These transactions need to be imported from the main account.
- Card Book: For transactions with prepaid cards, bunq cards, and Spend Cloud Cards.
- Cash Book: For cash transactions.
- Live Bank Book: For registering the Adyen and/or bunq main account. These transactions are added to the book in real-time.
Depending on your settings, you might also have the option to add mutation books. In a mutation book, you can record transactions that do not occur through a cash or bank book. This is the case when you incur expenses that you then bill to a client/resident. A mutation book does not show starting or ending balances and does not check for a negative balance.
Depending on the type of book you want to add, different fields to fill in will appear.
- Adding Bank Book Import
If you enable 'Advances', you can also record and deduct advances in the book. In the 'Advances' section, you will find an overview of outstanding advances.
- Adding Card Book
By enabling the 'Register Cash' option, you can also register cash expenses for this book. Both cash expenses and card transactions are displayed in the same overview. Under 'Advanced Options', you can set a maximum balance for the card book. If you do this and this balance is exceeded during the loading of the linked card, Spend Cloud will provide a warning. However, you can still proceed with the loading.
- Adding Cash Book
Under 'Issuance', you can indicate if issuance entries are applicable. Using an issuance entry, you can record an issuance to another cash book; Spend Cloud will automatically add an income entry to the receiving cash book. You can further specify which roles are allowed to record an issuance.
Determine if the cash operator needs to perform a cash count after closing. If this is enabled, you can specify the required number of periods for this action.
If you enable 'Advances', you can also record and deduct advances in the book. In the 'Advances' section, you will find an overview of outstanding advances.
- Adding Live Bank Book
For a live bank book, it's mandatory to provide an offset account for card expenses. For cards linked to this account, you need to create a card book.
Having Periods Reviewed and Assessed
You can define whether a book needs to be reviewed after a period is closed by enabling 'Review'. If you enable this, the period will be submitted for review to the cash responsible (with authorization). Only after approval from the cash responsible, it's possible to export the entries. To use this functionality, you need to specify the cash responsible role afterward.
If you choose to have periods reviewed, don't forget to assign a cash responsible. If you don't, the periods of the book cannot be closed.
Advanced Options
Under 'Advanced Options', you will find a few extra settings. For instance, you can choose to show account numbers and/or cost center numbers to employees. If you disable this, only the names will be displayed. If visible, in the 'Copy Takeover' field, you can indicate which details from the first entries should be copied when adding a second entry. This happens only when an employee clicks 'Save and Add Another Entry' during booking.
Bank Book Notification
For a bank book, you can set a notification when the balance of the bunq or balance account falls below a certain threshold. This ensures that there's enough balance available to avoid being unable to make transactions. Enter the email address of the person who should receive the notification.
Linking Details
If you've filled in all the mandatory fields, indicated by an asterisk, you can click 'Save' at the top. The book will be added, and you can immediately specify on which cost centers, types, and optionally, cost bearers the entries can be booked in the respective book. Skipping this step will prevent transactions from being coded and processed.
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