Cashbook
Every branch has its own Cashbook — a running balance in that branch's currency, with a chronological list of Entries. Open Finance → Cashbook to see balances across all your branches, then open a branch to see its full ledger.
Most entries are created automatically:
- A Debit (balance increases) — for example a manual receipt, or a refund from a staff member settling a retirement.
- A Credit (balance decreases) — for example disbursing a payment request, or paying out the difference on a settled retirement.
Auto-generated entries are marked Auto and can't be deleted — their history lives permanently on the Cashbook and on the request that created them. Use the From Date, To Date, Type, Description, and amount filters to narrow the list, and Export CSV to download it.
A disbursement or retirement settlement that would take a positive balance below zero is blocked with "Insufficient cashbook balance..." — but a balance that's already at zero or negative won't itself stop a payout from going through. Keep branch cashbooks topped up so this edge case doesn't come up in practice.
Recording a manual receipt
When cash comes in from the bank or another external source, open the branch's Cashbook and click Add Receipt. Enter the Amount, Date, and an optional Reference Number and Notes, then Save Receipt. This is the only kind of entry you create directly — and the only kind you can delete, if it was entered in error.
Cash Count
A Cash Count reconciles the physical cash in a branch against what the Cashbook says the balance should be. It's diagnostic only — performing a count never changes the Cashbook balance itself.
From a branch's Cashbook, click Count Cash. Enter the quantity of each Note and Coin denomination configured for that branch's currency (see Denominations) — Flow Ledger totals them live and compares against the current Cashbook balance, showing:
- Balanced — the counted total matches the balance.
- Surplus — you counted more than the recorded balance.
- Deficit — you counted less than the recorded balance.
Add optional Notes and click Record Count. Count History keeps every past count, each one preserving the denomination values used at the time — so history stays accurate even if denomination values change later. If no denominations are configured yet for the branch's currency, you'll be asked to add them first.
Cash Balance Alerts
Under Settings → Cash Balance Alerts, configure a low-balance threshold per branch: a Threshold amount, a Cooldown (minutes) to avoid repeat notifications for the same dip, and the Notification recipients who should be emailed and notified in-app. Toggle Enable notifications to turn alerting on or off without deleting the configuration.
Whenever a branch's balance changes and drops below its threshold (and the cooldown has elapsed), configured recipients get a "⚠️ Low Cash Balance Alert" notification. Branches below their threshold also show up on the dashboard for anyone with Settings access.
Next, see how cost codes and currencies feed into requests and cash counts in Cost Codes & Currencies.
