All screenshots in the article were taken in the Dutch version of Yuki.
While recording the data for your administration, you indicated on the Petty cash tab that you have a cash register for cash income and expenses. It is then very important for a correct administration that the cash is drawn up periodically (weekly or monthly) in the form of a cash statement.
An example of a standard cash statement (in Excel and PDF) can be found on the left of your screen in the PO Box, under Scan forms. You then periodically (preferably weekly) complete the cash statement and scan or email it to Yuki.
You will find a detailed description of the different parts of the standard cash statement in the article Standard cash statement of Yuki! Read this description carefully before manually processing a cash statement.
If you use your own software program for the cash register(s), Yuki also offers the option to import the weekly or monthly cash statement using an import file (CSV file).
The scanned and submitted cash statement is not automatically recognised by Yuki, so it will have to be processed manually.
In the input screen of a cash statement, you can specify the cash statement by successively entering the correct cash in the top line (if there are multiple cash registers in the company), the serial number of the cash statement, the date of the cash statement and the opening balance. The opening balance of a cash statement corresponds to the closing balance of the previous cash statement.
In the input screen, enter the cash transaction line as it appears on the cash statement.
You can choose from a number of types of cash transaction lines:
- Deposit to bank: money withdrawn from cash deposited in business account(s).
- Bank withdrawal: money withdrawn from business account(s) deposited in cash (e.g. change).
- Private deposit: private money deposited in cash.
- Private withdrawal: money withdrawn from cash for private expenses.
- Payment from customer: customer who has paid a sales invoice in cash. Include the invoice number in the description.
- Payment to supplier: purchase invoice from supplier paid in cash. Include the invoice number in the description.
- Cash sales: total of sales sold through the cash register. For each cash transaction line, this total must be broken down into VAT high, VAT low and VAT 0% or exempt from VAT.
- Cash expense: for each expense (cash transaction line), state the type of expense (general ledger account), the VAT amount and the total amount of the expense (including VAT).
- Petty cash differences: if the difference is negative, then there is a cash surplus (more in cash than expected). If the difference is positive, then there is a cash deficit (less in cash than expected).
- Total paid by debit card: total of sales paid by debit card.
- Total paid by credit card: total of sales paid by credit card.
Keep the receipts of all cash expenses yourself. It is important not to submit these receipts to Yuki separately as well. That could lead to double processing.
Then click on the Save button to save the cash transaction line. A new empty entry line is automatically created.
Once all cash transaction lines of the cash statement have been entered, the correct final balance of the cash statement should appear at the bottom right (see uploaded cash statement).
After processing the cash statement, you can find it again by opening the Bank functionality and then clicking on Petty cash on the left side of your screen.
Entries of processed cash statement
Below you see an example of a processed cash statement (with input of all types of cash transaction lines) where the final balance of the cash register on 31-01-2019 is an amount of 1500 euros:
A cash statement in Yuki is divided into five sections that roughly correspond to the different cash flows:
- Section 1: Total cash sales (revenue including VAT) including cash sales paid by debit or credit card.
- Section 2: Cash payment from customers on invoices.
- Section 3: Cash expenses: payment to suppliers (purchase invoices processed in Yuki and receipts).
- Section 4: Other cash transactions such as bank deposit, bank withdrawal, private deposit and private withdrawal.
- Section 5: Petty cash differences.
A processed cash statement is placed in the 'Bank/Petty cash' folder by default.
|Cash transaction lines that are posted directly to costs or revenue including VAT:|
- Line 1: Total revenue posted directly to account '80000 Revenue item group 1', VAT posted to '18000 VAT on supplies/services taxed at high rate' (included in VAT return).
- Line 2: Total revenue posted directly to account '80001 Revenue item group 2', VAT posted to '18100 VAT on supplies/services taxed at low rate' (included in VAT return).
- Line 7: Costs cash expense posted directly to account '45300 Office supplies and printed matter', VAT posted to '18800 VAT Input tax' (included in VAT return).
- Line 10: Private deposit posted directly into account '20200 CA ... de Veer'. This user is both an employee and a director with a current account relationship with the administration (read company). The balance on the account '20200 CA ... de Veer' should be '0' at the end of the year by means of a settlement with the user.
- Line 11: Private withdrawal by employee posted to account '20000 CA employees'.
- Line12: Costs posted directly to account '45950 Petty cash differences'.
|Cash transaction lines that still need to be matched with a contra entry or payment:|
- Line 3: Total revenue paid by debit card posted directly to account '23300 Suspense account debit card payments'.
- Line 4: Total revenue paid by credit card posted directly to account '23310 Suspense account credit card payments'.
- Line 5: Cash payment from customer posted directly to account '13000 Debtors'.
- Line 6: Cash payment to supplier posted directly to '16000 Creditors'.
- Line 8: Deposit to bank posted directly to account '23000 Internal transfers of funds'.
- Line 9: Withdrawal from bank posted directly to account '23000 Internal transfers of funds'.
At the end of the financial year, the balance of all suspense accounts (23...) should be zero.
When you have added a cash register in Yuki, it is always possible to set a cash register to inactive. The inactive cash will not appear in the dropdown menu where you select a cash before posting a cash statement.