Setting up and using the cash book (Money)

Money is your organization's bookkeeping. You record income and expenses (including cash), import bank statements, link bank lines to payments and create reports. You do not need Stripe for this.

Where to find it

Sidebar → Finance → Finance → Money (opens by default). There are four groups:

• Overview — Dashboard (balance per account, income and expenses, budget vs. actual).
• Bookkeeping — Entries, Import, Reconciliation, Accounts, Categories, Budgets.
• Management — Subsidies, Invoices, Expense claims.
• Reporting — Reports, ANBI & tax.

Who can do this

Permission Manage billing (manage_billing) and the Finance module (packages Membership System, Education Complete, Membership + Education Complete). Teachers have no access.

Setting up

1. Accounts — Bookkeeping → Accounts → New account. Choose the type (bank account, savings account, cash, restricted fund, credit card) and enter the IBAN, bank name and Opening balance. On one account set the Destination for auto-sync to "Stripe payouts & donations". Create a cash account if you receive cash.
2. Categories — default categories are ready. Hide what you do not use, change labels or add a New category (with an RGS code and ANBI-deductible if you want).
3. Budgets — New budget per category and year (school year or calendar year).
4. Tax details — Reporting → ANBI & tax → "Fiscal & legal identity": among others the organization's IBAN and account holder. This IBAN is also needed for SEPA payouts to teachers.
5. Fetch Stripe payments — Bookkeeping → Import → automated synchronisation: sync subscriptions and one-time payments, and sync donations for external donations.

Step by step: add an entry

1. Bookkeeping → Entries → New entry.
2. Choose the account, income or expense, amount, date, category and description. Save.

Step by step: import and reconcile a bank statement

1. Bookkeeping → Import. Upload MT940, CAMT.053, CSV or XLSX. For an unknown CSV layout you map the columns and save the profile for next time.
2. Duplicate lines are skipped; high-scoring lines are linked straight away.
3. Bookkeeping → Reconciliation: for each bank line you see candidates (payment, member installment, one-time payment, payment request, cash deposit, Live Fundraising pledge). Confirm a match or click Auto-match all.

Transfers and cash deposits

Under Accounts there is New transfer for money between your own accounts: a direct transfer or a Deposit (via the bank) of cash or of a card-payment payout. With a reference of at least 6 characters the bank import links the deposit automatically. Status: In transit, Matched or Withdrawn. Do not use a direct transfer for an account you update through bank import: the money would count twice.

I can't see it / it doesn't work

• The cash book is not in the sidebar. Correct: it is the Money part of the Finance page.
• My totals are too high. Check whether an account was updated both manually and by import. Stripe payouts in a bank import are kept out of the totals automatically.
• An imported line is missing from the report. It was probably recognised as a Stripe payout and excluded on purpose.

Frequently asked questions

How do I record cash from an event? As an entry on your cash account. A member's cash fee is recorded in that member's panel (see Managing subscriptions), so the installment is marked paid at once.

Can I create e-invoices? Management → Invoices → New invoice, with UBL/Peppol export.

Where are the gifts from a Live Fundraising evening? In Entries, with the source "Live Fundraising".