After you learned how to use the Cash Book within the GASTROFIX App, we will now take a look at the changes in the GASTROFIX Cloud.
- Navigating to the Review section
- Displaying Cash Book Operations - Funds Receipt/Disbursements
- Displaying Cash Book Operations - Loan/Pickup
- Displaying saved documents - Document Archive
- Displaying further information - Events
Please Note: Adding invoice documents in the Cash Book is no replacement for the “storage obligation”, i.e. in addition to storing the receipts digitally, they must also be stored physically.
Navigating to the Review section
The new section “Review” under Reporting → Reporting → Review contains all cash book transaction: Funds Receipts, Disbursements, Transfers, No Sale-Transactions and the document archive.
The individual areas from the Review Section are explained in detail below. The first part will cover the areas Disbursements, Funds Receipts, Transfers and No Sale-Transactions.
Displaying Cash Book Operations - Funds Receipts/Disbursements
As known from the other reporting sections, you can create a filter for Disbursements, Funds Receipts, Transfers and No Sale-Transactions. The filters are marked by red arrows on the following screen.
You can also download the cash book reports as CSV/PDF, or have them sent via mail. To create an individual filter, click on “Add”. Here you can add filters for employees and amounts.
This is especially useful if you want an exact insight. There is also an additional drop-down menu available in the report view. Here it is possible to select the following options for the reports Disbursements, Funds Receipts, Transfers and No Sale-Transactions.
- List: Selected by default, shows all transactions for the selected time frame
- List detailed: Also contains the attached image (if present)
- By reason: Operations are summarized per reason
Displaying Cash Book Operations - Loan/Pickup
In the following section we will deal with transfers between safe and cash drawer / wallet. Besides the period filter, individual filter and download options, you can also select a filter to display the loans/pickups.
Besides the period filter, individual filter and download options, it is possible to display pickups and loans in the “Transfer” area. They are marked with a red arrow in the following image:
Displaying saved documents - Document Archive
As already explained in the article on the usage of the cash book, it is possible to take a photo of a receipt when performing a disbursement or a funds receipt operation. This archive is only intended for making processes easier later on. Due to legal requirements, the original receipts need to be kept in storage.
To check stored documents, select the document archive in the Review section.
In this screen you have the possibility to filter for an employee, period and/or reason. In the example above, all receipts from the current year are shown. Clicking on the “eye” symbol shows the appropriate receipt. Additionally, it is possible to download the receipt from an operation via a click on the “download” symbol.
Displaying additional information - Events
Another new feature in the review area is the “Events” section. Here you can display an overview of all the login & logout events of your employees, as well as the start and end time of the day. The usage of this area is the same as for the “Document Archive”.