Manual Cash Flow Projection Entries
Manual Cash Flow Projection Entries let you note down an income or expense of money you expect on a future date, even when there is no invoice, payment or any other formal document backing it yet. AdmCloud automatically folds these entries into the Cash Flow Projection reports, together with your bank balances and the estimated collections and payments from your invoices, to give you a complete picture of the cash you expect to have available.
What is it and what is it for?
The Cash Flow Projection reports (charts, weekly report and monthly report) build an estimate of your future cash by combining several sources: your bank account balances, the estimated collections from your customer invoices, the estimated payments on your vendor bills... and the manual entries you record on this screen. These entries are meant for expected money movements that don't come from a document already in the system: for example, a loan you're about to receive, a special payment agreed with a third party, a capital contribution, or any other expected income or expense that doesn't have an invoice or receipt yet.
Each entry is an independent, standalone record: it isn't a line inside a "parent" document — it's added directly into the consolidated cash flow projection as soon as you save it.
Screens in this area
| Screen | What it does |
|---|---|
| List (Manual Entries) | Lists all your manual entries, with links at the top to jump to the Charts, Weekly Report and Monthly Report of the cash flow projection. It includes filters by date, subsidiary and reference, and a Quick Addition panel to create an entry without opening the full form. From here you also create (Income or Expense) and delete entries. |
| Create / Edit | The entry form: type (Income or Expense), date, currency, amount, reference, notes and, if your plan has subsidiaries enabled, the subsidiary. It also includes the file-attachments tab. You can create a new entry or duplicate an existing one. |
| Details | The same entry in read-only mode, with its attached files and its activity history (security log), and the action buttons: edit, duplicate, add a new one or delete, depending on your permissions. |
How to record an entry step by step
- Open the Manual Entries list from Accounting → Cash Flow Projections → Manual Entries.
- Choose whether it's an Income or an Expense. You can use the Add dropdown on the list, which opens the full form with the type already selected, or the Quick Addition panel at the top of the same screen to record it without leaving the list.
- Enter the date on which you expect that movement of money. Today's date is proposed by default; change it to whichever future (or past) date applies.
- Choose the currency and type the amount. The amount must be greater than zero.
- Type a reference that clearly identifies what it is (for example, "Bank X loan" or "Special payment to vendor Y"). The same reference can't be repeated for the same date and subsidiary.
- If your plan has subsidiaries enabled, choose the subsidiary the entry belongs to; otherwise, this field doesn't appear.
- Add notes and supporting files if you need to (for example, the agreement or email backing the expected movement).
- Save. The entry shows up immediately in the list and is automatically included the next time you open the Cash Flow Projection reports.
Key fields
| Field | What it's for |
|---|---|
| Type | Indicates whether the entry is an Income (money you expect to receive) or an Expense (money you expect to pay). It's chosen when creating it and can't be left blank. |
| Date | The date on which you expect the money movement to happen. It's the axis the projection report uses to group entries by week or by month. |
| Reference | A short description that identifies the entry on the list and on the reports. It can't be repeated together with the same date and subsidiary. |
| Currency | The currency the amount is expressed in. It's always required, whether or not you have several active currencies. |
| Amount | The value of the expected income or expense, in the indicated currency. Must be greater than zero. If the currency isn't your local currency, the list also shows the converted amount using the current exchange rate. |
| Subsidiary | Which subsidiary the entry belongs to. It only appears and is required if your plan has subsidiaries enabled; otherwise the entry isn't tied to any subsidiary. |
| Notes | Free-form additional information about the entry, for example the source of the income or the reason for the expected expense. |
| Attachments | Supporting documents (contracts, emails, quotes) linked to the entry, subject to your plan's file limit. |
Validations when saving
- Date required.
- Amount greater than zero.
- Reference required.
- Currency required, and it must exist in your currency catalog.
- Type required: it must be Income or Expense.
- Subsidiary required if your plan has subsidiaries enabled.
- The same Reference can't be repeated with the same Date and Subsidiary on another entry; this prevents accidental duplicates.
- Maximum number of attachments according to your plan's file limit.
Managing the entry
From the details of an already-saved entry you can, depending on your permissions:
- Edit it to correct the date, amount, currency, reference or notes.
- Duplicate it to quickly create a similar new entry, for example to record a recurring movement on a different date.
- Delete it if you no longer need it in the projection.
- Review its activity history (security log), with who created, edited or deleted it and when.
Availability and permissions
- Access is controlled by the "Cash Flow Projection Entries" permission of the user group, with separate levels for view, add, edit and delete.
- With subsidiaries enabled, each entry is tied to a subsidiary and you only see the entries from your own.
- The reports that show these entries together with your bank accounts and invoices (Charts, Weekly Report and Monthly Report of the Cash Flow Projection) are available depending on your company's plan.
Tips and common mistakes
Use the list's Quick Addition panel when you only need to record the type, date, currency, amount and reference: it's the fastest way to note down an expected movement without opening the full form.
These entries don't generate an accounting entry and don't affect your real balances. They're only estimates for the cash flow projection; once the income or expense actually happens, record it with the corresponding document (receipt, payment, invoice, etc.) and either delete the manual entry or leave it as a historical reference, whichever you prefer.
If the system rejects your entry with "reference already exists", check whether you already have another entry with the same reference, the same date and the same subsidiary; change the reference or the date to tell them apart.