What this page is for
When someone hands cash to someone else (for example a cleaner handing guest payments to a manager), record it here. The money moves out of the giver's cash in hand and into the receiver's.
Who can use it
See staff transfers (by default Admin, Finance and Viewer). Recording, changing and deleting needs Record staff transfers (Admin and Finance).
How to record a transfer
- In Record a transfer, choose who gave the money and who received it.
- Enter the date, amount, currency and a note.
- Select Save.
To see some transfers only, open Period and pick a quick choice (This month, Last month, This year, Last year) or tick months in the grid, moving between years with the arrows (Whole year ticks all twelve), then select Apply. Any mix of months and years works (this month by default; All time shows every transfer). Then tick people in Given by and in Received by (type in a search box to find a name) and select Show. Each list on its own matches any ticked person; when both have ticks, a transfer shows only when it was given by one of the first and received by one of the second, for example everything Sam handed to Fay. Nothing ticked means everyone.
How expense pay-backs work
When an expense paid by one person is marked settled by another, a transfer from the person who settled it to the person who paid is added here by itself, marked Expense pay-back. It follows the expense: change the amount and it changes; unsettle, reject or delete the expense and it goes.
Fields and columns
| Field | Meaning |
|---|---|
| From | The person who gave the money. |
| To | The person who received it. It must be someone else. |
| Date / Amount / Currency | When and how much. The amount must be above zero. |
| Notes | What it was for. |
| Period (filter) | The months shown. Older links with one month, or with one person who gave or received, still work. |
| Given by / Received by (filters) | Who handed the money over, and who took it. |
Statuses and automation
- Totals at the top are per currency.
- An expense pay-back cannot be changed or deleted here; change or unsettle the expense instead.
- Every change is recorded in the change history.
Settings that change this page
None. The currencies come from Exchange rates.
FAQs
Which currency are the amounts in? Always the system currency (the base currency under Settings). Amounts recorded in another currency are converted at the exchange rate of their month. An amount whose month has no rate is left out and a warning with a link to Exchange rates appears; currencies are never added together or shown as separate totals.
Do old transfers still count? Every transfer is listed, but cash in hand only counts transfers from Track who holds money from (Settings) onwards, when it is set.
Someone paid money into the bank. Is that a transfer? No, record it under Banking as a deposit.
Troubleshooting
| Problem | What to do |
|---|---|
| A pay-back is missing | Check the expense has a payer and was settled by a different person. |
| The form refuses From and To | They must be two different people. |