FAQ: Cash Breakdown Report

FAQ: Cash Breakdown Report

Why is a transaction missing from the Cash Breakdown report?

If you posted a transaction (e.g., an invoice receipt) but it does not appear in the Cash Breakdown report, the most likely reason is that it was posted to an account that is not marked as a cash account (e.g., a receivable, expense, or equity account). The Cash Breakdown report only shows accounts classified as "Cash" or "Bank" type. Verify the transaction's account in the document or journal entry. If the account is correct but the report is still empty, expand your date filter—the transaction may fall outside your selected period.

Can I compare two periods in the Cash Breakdown report?

The standard Cash Breakdown report shows one period at a time. To compare two periods, you can:

1. Run the report for the first period and export it to Excel.
2. Run the report again for the second period and export it.
3. Open both Excel files and place them side-by-side to analyze differences.

Alternatively, keep the first period's PDF or printout handy while generating the second report on screen.

What's the difference between "Cash Breakdown" and "Bank Reconciliation"?

• Cash Breakdown shows all cash accounts and their activity from your accounting system's perspective. It includes receipts, payments, and transfers across all cash accounts for a chosen period.
• Bank Reconciliation (if available) compares your accounting records to your actual bank statement, highlighting deposits you've recorded but not yet appeared on the bank's side (or vice versa).

Use Cash Breakdown for routine cash audits and trend analysis. Use Bank Reconciliation to match your accounting system to your bank statement.

Can I drill down into a transaction from the Cash Breakdown report?

The Cash Breakdown report is a summary; it does not usually link directly to individual transactions. To see the details behind a category (e.g., all customer receipts), you can:

1. Note the total amount shown in the report.
2. Go to Payments or the relevant transaction list.
3. Filter by date and contact type to find the underlying documents.

Or, export the report to Excel and note the account and period, then investigate in your transaction journal.

How do I know if my cash is balanced?

The Cash Breakdown report is balanced if, for each cash account, Opening Balance + Debits − Credits = Closing Balance. If this holds true, the accounting entries are correct. However, this does not guarantee your physical cash is balanced—you still need to physically count your cash and reconcile against this report.

Why are internal transfers between cash accounts showing as debits and credits?

Internal transfers (e.g., from one cash account to another) are normal accounting entries. They appear as a credit (reduction) in the source account and a debit (addition) in the destination account. This is correct and helps you track movement between accounts. The two sides of the transfer will have equal amounts, so your net cash position remains unchanged.

Can I export the report to a format other than PDF or Excel?

Currently, the Cash Breakdown report supports PDF and Excel export. If you need other formats (CSV, etc.), export to Excel and re-save in your preferred format using a spreadsheet application.