Cash Accounts
A list dedicated to the money you actually have available: it shows only the general ledger accounts classified as Cash and Bank, each one with its current balance. It is the quick way to answer "how much do I have and where is it?" without going through the whole chart of accounts.
What it shows
This screen is a filtered view of the Chart of Accounts. Out of the full catalog it only brings the accounts whose Classification is Cash or Bank, and it adds the balance columns. You will find it in the Accounting menu, right after Chart of Accounts.
Creating and editing accounts still happens in the Chart of Accounts: each account name and the Edit link on every row take you straight to that account's card. You can delete from here, by ticking the accounts and using the Delete button.
The totals in the header
At the top of the screen you get three totals, always expressed in your company's base currency:
- Cash: the sum of the balances of all your cash accounts.
- Banks: the sum of the balances of all your bank accounts.
- Grand total: the sum of both, that is, all the cash you have available.
The totals follow the active filter and the search, and they are calculated over every account that matches that filter, not just the ones that fit on the page you are looking at. If you pick the Cash variant, for example, the Banks total will show zero.
Buttons
| Button | What it does |
|---|---|
| Delete | Deletes the accounts you ticked with the checkboxes in the first column. It only shows up if your user has delete permission on the Chart of Accounts. The header checkbox ticks or unticks every row on the page you are looking at; if you need to delete many at once, raise the page size first (the row-count selector goes up to 500). |
| Refresh | Queries the list and the totals again without reloading the screen. |
| Chart of Accounts | Takes you to the full chart of accounts, where accounts are created and edited. |
| Cash Availability | Opens the Cash Availability report, which shows the same money as of a cut-off date and in more detail. It only shows up if your plan includes the Banks module and your user has access to that report. |
Columns
| Column | What it contains |
|---|---|
| Code | The account code in your chart of accounts. |
| Name | The account name. Links to its card in the Chart of Accounts. |
| Classification | Cash or Bank. |
| Bank | The financial institution linked to the account. Empty for cash accounts. |
| Bank account number | The account number at the bank. Empty for cash accounts. |
| Currency | The account's currency. |
| Balance | The account balance in its own currency (debits minus credits of every transaction that is not voided). |
| Local balance | The same balance converted to the company's base currency, using the rate each movement was posted with. |
| Last reconciliation | The date of the last reconciled statement in Bank Reconciliations. Empty if the account has never been reconciled. |
| Subsidiary | The subsidiary that owns the account. Hidden by default; turn it on from the column customization if you work with subsidiaries. |
Available filters
The links at the top change which accounts are listed (they are mutually exclusive):
- Active: the initial view. Every cash and bank account that is not inactive.
- Cash: only cash-on-hand accounts.
- Banks: only bank accounts.
- Inactive: the cash and bank accounts marked as inactive, in case you need to review the balance left in an account that is no longer in use.
You can also search by code or name, sort by any column and customize the columns (which ones show, in what order and with which default sorting), saving the configuration to reuse it later.
How the balance is calculated
- Every accounting movement posted to the account is added up, with no date limit: it is the balance as of today.
- Voided transactions do not count.
- If you work with subsidiaries, the balance belongs to the subsidiary you are currently working in, just like everywhere else in the system.
- It is the same data source used by the Cash Availability screen, so both lists always agree with each other.
Availability, plan and permissions
- Requires the Accounting or the Payroll module to be enabled for your company.
- It uses the same permission as the Chart of Accounts: if you can browse the catalog, you will see this screen.
Tips and common mistakes
Is an account missing from the list? Check its Classification in the Chart of Accounts: only those classified as Cash or Bank show up here. Credit cards, for example, have their own classification and are not part of this list.
Can't delete an account? The system blocks deletion when the account is in use (accounting movements, departments, payroll concepts, taxes, related parties, and so on) and the message tells you what is using it. It is the same validation as in the Chart of Accounts: deleting from here does not skip any check. If you only want it out of the way, mark it Inactive on its card.
Balance and Local balance do not have to match. On a foreign-currency account the first one is in the account's currency and the second one in your company's base currency; the difference is each movement converted at its own rate.