# Cash storages, rules and cash flow

> How to set up safes, couriers, the main cash office and the bank, the hand-in and acceptance rules, deposit or pay out cash, and view cash flow for a period.

Источник: https://jecheck.io/en/docs/cash/storages

A **storage** is a place where cash is kept: a location safe, a courier's bag, the main cash office (accounting) or the bank. Each storage has holders — only they accept money into it by act and pass it on. Storages and rules are set up by an employee with the **Cash: settings** permission in **Settings → Cash storages**.

![Cash storages, rules and cash flow](/docs-media/en/cash/storages.jpg)

## What is created automatically

The first time the section is opened, jeCheck creates:

- **a safe for each location** — its holders are the location's managers; new locations get a safe automatically;
- **Accounting** — the main cash office;
- **Bank** — it only receives money and has no holders.

All that's left is to add couriers and check the holders.

## Storages

The **Storages** tab groups them along the money's path: **Locations**, **Couriers**, **Main cash office**, **Bank**. Each row shows the holders (or "no holder"), where money is usually handed to, the limit, collection days and the balance.

1. **Add a storage.** **Add storage** → in **What it is**, choose **Courier**, **Main cash office**, **Location safe** or **Bank**.
2. **Fill in the details.** **Name** (for example, "Courier Ivan" or "Accounting cash desk"); for a courier — **Courier employee**; for a cash desk at a location — **Location (if the cash desk is at a location)**.
3. **Assign holders.** **Holders** — who accepts money into the storage and passes it on. Anyone with the **Cash: location till** permission can hand envelopes into a location safe, but money is accepted by act only by the holders.
4. **Set a limit.** **Limit** — if the storage holds more, a "time to collect" signal appears on the overview and in the morning digest. For example, a limit on a coffee shop safe so that weekend takings don't pile up until Wednesday.
5. **Specify where money is usually handed to, and the collection days.** **Usually handed to** is filled into the act automatically. **Collection days** — on these mornings, holders and the person who collects get a reminder.
6. **Save.**

To remove a storage, open it and click **Remove**. If it already has operations, it is turned off and its history is kept. To turn it back on — the **Storage is active** switch.

## Rules

The **Rules** tab applies to the whole company:

| Rule | What it does |
|---|---|
| **Seal number required** | an envelope can't be handed in without a seal or safe bag; one seal — one envelope in circulation |
| **Till amount required** | the cashier enters the cash per the Z-report — any difference from the envelope immediately becomes a shift discrepancy |
| **Envelope photo required** | a photo of the sealed envelope on hand-in |
| **Blind acceptance** | the recipient doesn't see the declared amounts until they've counted and confirmed |
| **Signatures on acts** | the person handing over and the person accepting sign on the screen; signatures go into the act PDF |

Below are **Envelope is "sitting too long" after, days** (a signal on the overview and in the morning digest), **Discrepancy tolerance** (a difference up to this amount isn't counted as a discrepancy), **Envelope number prefix**, **Act number prefix**, **Currency** (can be changed before the first operations) and **Notes and coins** for counting by denomination. Click **Save**.

## Deposit or pay out cash

For small operations outside envelopes — change from the bank, buying supplies for the salon — open the storage and click **Deposit cash** or **Pay out cash**. The same buttons are on the **Cash flow** page when one storage is selected.

- Enter the **Amount** and, required, **Where the money comes from** or **For what**.
- For a payout you can choose an **Expense category** — then it shows up in category analytics.
- Click **Record**.

You can pay out no more than what's in the storage outside envelopes: open an envelope first. A mistaken cash-in or payout is cancelled by an employee with the **Cash: settings** permission — with the **Cancel a mistaken operation** button in the log row on the **Cash flow** page. A payout for an expense can't be cancelled this way — for that, cancel the payment in the expense itself.

## Paying an expense from the till

Larger spending is better put through [Expenses](/docs/expenses/overview) with approval. When the treasurer marks payment of an approved expense with the "Cash" method, the payment window has a **Pay from the till** field: choose a storage, and the amount is deducted from it and recorded in the cash flow with a link to the expense and category. **Not from the till — mark only** simply marks the payment. If the expense payment is cancelled, the till movement is deleted too. Learn more in [Paying expenses](/docs/expenses/payments).

## Cash flow

The **Finance → Cash flow** page shows cash in, cash out and balances for a period. It requires the **Cash: reports** permission (a holder sees their own storage without it).

- **Storages** — one or several; the period — with the **Today**, **7 days**, **This month**, **Last month** buttons or **from** … **to** dates.
- Tiles **Opening**, **Received**, **Paid out**, **Closing**.
- **By day** and **By type** — how the balance changed and what made up the cash in and cash out: envelopes, acceptance and handover by act, cash in, expenses, shortages and surpluses.
- An operations log with a running balance: **When**, **Operation**, **Amount**, **Balance**.
- **Excel** — export for the selected period.

Transfers between the selected storages count as internal and don't inflate cash in and cash out: if you select all the chain's safes, moving an envelope from one location's safe to another's won't show up in "Received" and "Paid out".

## Frequently asked questions

### A courier has left the company — what happens to their storage?

Hand over the balance by act to another courier or to the main cash office, then open the storage and click **Remove**: it is turned off, and its history is kept.

### Can the till be kept in another currency?

There is one currency per company, set in **Rules → Currency**. It can be changed before the first operations.