The Money In Record records all receipts (money you receive) -by cheque, cash, credit card, or direct transfer. You will record the details of receipts, allocate them to a column that indicates what the receipt was for and then record what you did with it –deposit it in the bank or not.
Cashflow Manager has a uniquely simple system to help you calculate your GST. You simply allocate a GST Tax Type that matches the boxes on the Business Activity Statement to your columns. When entering Money In you record the gross amount (including GST) into the appropriate column and the GST will be automatically calculated from the GST type allocated to the column. The GST types are:
GST: All receipts subject to the GST.
Exports: All receipts from exports.
Other GST-Free: All GST- free receipts (other than exports).
Input Taxed: Receipts that are input taxed e.g. residential rents, financial supplies.
Non-GST: Receipts that are not to be reported in the GST section of your BAS, e.g. transfers from your savings, salary & wages, amounts received from a hobby, trust and partnership distributions, dividends, loans and interest received (unless you make financial supplies in your business.)
How to Record Money In (Money Received):
Ensure that you are in the correct account and the correct month and year, and then follow these simple steps.
The Money In Record has 3 primary sections. The first section is for the 'Receipt Information'. The second is to allocate what the receipt was for, and the third is for what you did with the receipt (i.e. deposit it in the bank or not.)
The basic rule is that the Total Receipt must equal the total of the allocation columns and must also equal the total of the Bank Deposits and Receipts Not Banked columns.
1. Record the date, the name of the customer or person from whom the money is received, any additional details that will help identify what the receipt was for at a later time and the receipt number (if issued) in the appropriate columns.
When you enter information in the Day, Customer and Details cells, you can move to the next cell by using either your [Tab] key or the [Enter] key. In the ‘number’ fields starting with the Receipt Number, you must use your Enter key to record information in a cell. Your tab key will simply move to the next cell.
For example, after you record the first Receipt Number the next line will automatically pre-fill. Press [Enter] to use this Receipt Number or press Tab to leave the Receipt Number blank.
When you type in the Customer and Details columns, a selection box will appear at the right side and the auto-fill facility will match the letters you are typing to any details that have been previously saved. Continue typing or click on the selection box to select the customer or details you input on a regular basis to save typing information that occurs regularly. Note that the Customer and Details auto-fill facility recalls information as you have recorded it and if you accidentally type in a lower case letter this will appear each time in the details box.
To solve this, click on the [Save] icon, then click on the [Options] icon, select [Auto Fill Options] and click on the box to remove the selection to [Use AutoFill].
Click on the [OK] button to save the changes and exit the Options. This will allow you to go back into your Customer or Details and make the correction. (Go back to Options and select the Use Auto Fill box if you want the auto-fill facility again).
2. Record the amount of the receipt in the Total Receipt column.
3. Record the amount into the Allocation Column(s) applicable to the type of receipt. Use your Tab or arrow keys to move the amount to the appropriate column. Press your [Enter] key to record the amount in a column. If the column is a GST tax type, GST equal to 1/11th of the amount will be recorded in the GST column although this amount can be edited.
Receipts that do not occur regularly can be listed in either the Sundry GST Receipts or Sundry Non-GST Receipts as applicable.
4. Record what you do with the receipt, i.e. whether you deposit it or not.
5. If you deposit this receipt intact then record the amount in the Bank Deposits
- If you deduct cash from this receipt and deposit the balance, record the amount you bank in the Bank Deposits column and the amount retained in the Receipts Not Banked column. (The combined totals of the Receipts Not Banked and the Bank Deposits columns must equal the amount of the Total Receipt).
- If you combine this receipt with others to deposit them all together, Tab or Arrow to the Receipts Not Banked column and press [Enter]. When you have recorded the final receipt in the combined deposit, record the amount of your bank deposit in the Bank Deposit column.The program will allocate an adjustment in the Receipts Not Banked column because of the inbuilt control for each line that the Total Receipt must equal Receipts Not Banked+Bank Deposits.
- Make sure you record details of all cash payments (including amounts taken for private purposes) in the Money Out Record. You can click on Cash Reconciliation
at any time to check your records against the actual cash on hand.
Please note: For each line to balance, the amount in your allocation columns must
equal your Total Receipt, and the combined amounts in your Bank Deposits and
Receipts Not Banked columns must also equal the Total Receipt. If this does not occur, you will not be allowed to move to a new line. You will not be allowed to
move to a new line if your line is not balanced.
Click on the [Save] button when you have finished. (The program will automatically save when you change sections.)
Money Out - Overview:
The Money Out section records all payments -by cheque, by cash or directly from the bank. It is good business practice to make all payments by cheque (or electronic bill payment) wherever possible because this gives you a record of your payment.
Of course, this is not always practical and some payments are made by cash. The best way to control cash payments is to use a Petty Cash System and establish a separate Cashflow Manager account for Petty Cash. However, if you make cash payments from cash receipts or from your own resources then you should also record them in the Money Out Record.
Cashflow Manager has a uniquely simple system to help you calculate your GST. You simply allocate a GST type that matches the boxes on the Business Activity Statement to your columns. When entering payments you record the gross amount (including GST) into the appropriate column and the GST will be automatically calculated from the GST type allocated to the column. The GST types are:
GST: All business payments subject to the GST (other than Capital Purchases)
GST Free: Payments to non-registered entities, or where the supply to you is either GST-free or Input Taxed so you have not been charged GST
Input Taxed Supplies: Payments that you have made in respect of supplies by you that are input taxed.
Capital Purchases: Purchases of plant & equipment, property or other assets that cost you more than the Tax Office Expense limit.
Capital Purchases are further classified as to whether they are taxable, GST-free or Input Taxed. ‘Taxable’ means that GST is included. GST-Free and Input Taxed have the same definitions as above.
Non-GST: Payments that are not to be reported on your GST calculation sheet, e.g. salaries & wages, owners drawings, or other acquisitions that are not for use in your business.
It is important that you set up the GST Tax Type for your columns correctly and then accurately allocate your payments in order to prepare your GST and BAS Reports.
How to Record Money Out (Payments):
Ensure that you are in the correct account and the correct month and year, and then follow these simple steps.
The Money Out Recordhas 2 primary sections. The first is for the 'Payment Information'. The second is to allocate what the payment was for.The basic rule is that the Total Paymentmust equal the total of the Allocation Columns.
1. Record the day, the name of the supplier or person to whom the money is paid, any extra details that are helpful in describing what the payment is for, and the cheque number (if applicable) in the columns titled for that information.
When you enter information in the Day, Supplier and Details fields, you can move to the next cell by using either your [Tab] key or the [Enter] key. In the ‘number’ fields starting with the Cheque Number, you must use your Enterkey to record information in a cell. Your [Tab] key will simply move to the next field.
For example, after you record the first Cheque Number the next line will automatically pre-fill. Press Enter to use this Cheque Number or press Tab to leave the Cheque Number blank.
2. If the payment is a cheque or other payment from your bank account such as direct debit, B-Pay or bank charges, record the total amount of the payment in the Total Bank Payments column. If the payment is cash then record the total amount in the Total Cash Payments column.
3. Record the amount of the payment (including GST) in the Allocation Column(s) appropriate to the type of expenditure. Use your Tab or arrow keys, or the first alpha letter of the column header to move the amount to the appropriate column. Press your 'Enter' key to record the amount in a column.
If the column is a GST tax type, GST equal to 1/11th of the amount will be recorded in the GST column although this amount can be edited.
Payments that do not occur regularly can be listed in the Sundry GST Payments, Sundry GST-free Payments or Sundry Non-GST Payments as applicable.
Please Note: You can only claim the GST Input Tax Credit if you have received a tax invoice from the supplier. If you do not have a tax invoice then you must not put the payment into a GST ‘type’ column.
When you complete a line of information so that the allocations equal the total payment, it will automatically jump to the next line. If you are unable to move to another line, it means that the line you are on is incomplete. The rule is that the Total Bank Payment or Total Cash Payment must equal the combined total of the Allocation Columns.
Click on the [Save]button when you have finished. (The program will automatically save when you change sections.)
Credit Card Payments:
We recommend that you create an ‘account’ for each credit card you use in your business so that you have a complete record that matches your credit card statement.
In your credit card account, allocate expenses to the correct Payment columns. When you pay your credit card this will become a receipt in your Credit Card account. Either record the receipts in the Sundry Non-GST Receipts column or create a special column in the Money In section of your Credit Card Account. Call it ‘Credit
Card Payments Received’. The GST Type will be Non-GST and the Profit and Loss Indicator should not be ticked. In the account you used to pay the credit card, record your payment in the Total Bank Payment or Total Cash Payment column as appropriate, and then in either the Sundry Non-GST Paymentscolumn or in a column that you create specifically for Credit Card Payments. (Call it ‘Credit Card Payments’. The GST Type will be Non-GST and the Profit and Loss Indicator should not be ticked.)
The ‘receipt’ column in the credit card account, and the ‘payment’ column in the account from which you paid the credit card will both be non-GST and not Profit and Loss type columns.
At the End of the Month:
1.Check your bank statement to find any money in (credits) shown on the statement but not recorded in the Money In Record. Examples are bank interest received, and amounts transferred from other bank accounts.
2.Record any amounts found into the Money In Record listing them in the Total Receipts column, an Analysis Column and the Bank Deposits column. (If no Allocation Column specifically applies, record the amount in the Sundry GST Receipts or Sundry Non-GST Receipts column as applicable).
3.Check your bank statement to find any payments (debits) shown on the statement but not recorded in the Money Out Record. Examples are bank charges, direct debits for loans, leases, insurance etc. Record any amounts found into the Money Out Record listing them in the Total Bank Payment column and in the appropriate Allocation Column.
5. Go to Bank Reconciliation.
Please Note: If you download your bank statements and are using the automated Bank Reconciliation option, you can transfer unrecorded transactions to the Money In and Money Out sections while doing your Bank Reconciliation.