The money in the till is not made up of sales alone. A float of change goes into the drawer in the morning, a supplier is paid from the till, a customer settles last week's on-account balance. If none of this is recorded, the cash you count at closing does not match the report and the difference looks like a shortage. RoxPos records these movements separately from sales but writes them to the same business day's report.
Four movement types
| Type | Example | Effect on reports |
|---|---|---|
| Income | Scrap sale, rent income | Shown on the Income card, added to net profit |
| Expense | Electricity bill, a small purchase | Shown on the Expense card, deducted from net profit |
| Cash In | Morning float of change | Raises the cash in the drawer, not counted as profit |
| Cash Out | Cash taken out at closing or to the bank | Lowers the cash in the drawer, not counted as profit |
Movements are entered with "Add Movement" on the Reports ▸ Cash Flow & Collections screen, from the web panel or the mobile app. The form has no time field: the movement is written to the chosen business day and shows up in that day's reports; a future date is not accepted. The payment type is Cash, Credit Card or one you have defined; on account cannot be chosen, because no money enters the till. A wrong entry is not deleted: it is cancelled and stays in the Activity Log.
Because these entries change the cash in the till and the end-of-day figures, the "Income / Expense / Cash movements" permission is off by default for users and always on for the business owner. A cashier without it does not see the "Add Movement" button. Account collections and supplier payments need the same permission.
Accounts: receivables and payables on one screen
On the Customer / Supplier Management screen each card shows its Receivable and Payable side by side. Customer receivables come from on-account sales, supplier payables from purchase invoices saved as "On account" in stock documents; an invoice saved as "Paid" records its payment at the same time. We covered how an on-account sale is written on the check in on-account and customer account tracking.
- Statement: opening balance, lines in date order and a running balance; a wrong line is cancelled from here.
- Documents: checks with invoice details attached for a customer, purchase documents for a supplier.
- Collect Payment: money received from the customer is recorded as an income movement, reduces the balance and appears separately in reports as Account Collection; it cannot exceed the balance.
- Make Payment: money paid to the supplier is recorded as an expense movement; you can link it to an invoice, and it cannot exceed what is left on that invoice.
Collecting on-account checks through the fiscal device
If the payment type chosen in Collect Payment goes to the fiscal device (ÖKC) and a Beko, Hugin, Pavo or Ingenico/PAX integration is on, the window opens in "With checks (goes to device)" mode. Select several or all of the customer's open on-account checks and press "Send to Device"; their items go to the device as one receipt and one payment. The collection is recorded only when the device reports that it took the payment; if it did not, nothing is written and the checks stay open. A balance not tied to any check is taken with "By amount (no receipt)". For connection types, see our fiscal device integration article.
When should the drawer open?
This setting in General Settings ▸ Cash Drawer takes a single choice. By default the drawer opens only when a cash payment is taken; it stays shut for a card payment or a payment sent to the fiscal device. The other options open it when the payment screen opens, when "Collect Payment" or "Send to POS" is pressed, or when a specific payment type is selected. For setup, see the cash drawer page.
A practical daily routine
- At opening, enter the change you put in the drawer as Cash In, with the Cash payment type.
- When you pay a supplier from the till and the invoice is already recorded on account, use Make Payment on the supplier's card: the payable goes down and the purchase cost is not counted twice in net profit. A payment with no invoice in the system is an Expense; Cash Out is for cash taken from the till to somewhere else.
- When a customer pays off an on-account balance during the day, record it with Collect Payment on their card, not in a notebook.
- At closing, compare the counted cash with the Cash in Drawer card in the end-of-day report (the Cash card if there were no cash movements); the Cash Position by Payment Type table shows each type's collections and movements separately. For the other cards, see our end-of-day report guide.