Bank and cash in plain words

Bank and cash is where you track what happens to the money in your accounts and cash desks.

Statements and matching

Download a statement from internet banking and upload it. Supported formats are GPC/ABO, CAMT.053, MT940 and CSV. The same statement never posts twice. Fio accounts can also sync with your API token.

We have tested these formats, and the Fio sync, on sample files only, not yet on files from every bank. Check your first import against the statement.

Matching means assigning a payment to the right document. DameDoklad compares the variable symbol, the amount and the counterparty account and suggests a document. You confirm the suggestion.

• Partial payment: the invoice stays partially paid and the rest remains visible.
• Overpayment: the difference stays to be resolved, for example refunded.
• A payment with no document, such as a bank fee: post it with a posting template. Insurance has two choices: insurance of employees is a tax expense, a sole trader’s own is not (§ 25(1)(g) of the Income Tax Act). In double entry, own insurance is a private payment posted to account 491, and you can enter another account.

A payment typed by hand

You can record a payment on the document itself, before the statement arrives. A transfer goes to the analytic account of the bank account you choose, and waits among the movements marked “Typed by hand”. When a statement line with the same variable symbol, amount and date arrives, it replaces that movement by itself and nothing posts twice. With no variable symbol it is offered as a suggestion.

When the statement says otherwise, you need not delete the payment. Pairing a line for a lower amount, on another account or with another date, you choose: the payment stands (the line confirms what actually moved, the rest keeps waiting for its own line, and the money moves to the right account’s analytic if needed), or the statement is right (the payment is corrected from the line, with its date and account). With another date, correcting from the statement is preselected, as the statement is the document of when the money moved (§ 11(1)(e) of the Accounting Act), and such a line is never paired by itself. If the rest never comes, choose The rest will not arrive on the waiting movement: the payment shrinks, and the rest is due on the document again.

Cash goes through a cash document of the cash desk you choose. With one account or cash desk there is nothing to choose. Without a cash desk you cannot record a cash payment or a cash sale, so add one first.

Payment orders

Create a payment order from received invoices, advances to suppliers and other payables, and with one button from a locked payroll run. Download a KPC/ABO or XML pain.001 file (CZK), or a SEPA pain.001 file (EUR), and upload it to internet banking. These files have not yet been accepted by a real bank in our tests, so try a small payment first. The bank confirms the payment, which then matches from the next statement.

A foreign payment goes in the document’s currency from an account in any currency, as XML pain.001 by the Czech Banking Association’s standard. It needs the payee’s BIC, account, and country, which come from the contact, and you say who bears the charges. Some banks also want a ČNB payment title.

A direct debit is created from issued invoices, debit notes, and other receivables. In crowns it goes as KPC or XML pain.008, and the customer must have given consent at their bank. In euro it goes as SEPA pain.008, and needs a creditor ID (CID) on the bank account and a signed mandate on the SEPA mandates tab. The money pairs with the document from the statement.

A Fio, Raiffeisenbank, Komerční banka, Banka CREDITAS, Česká spořitelna, ČSOB, or MONETA account can also be connected directly, see Connections. It is off and has not run on a real account yet, so today the file is what works.

Cash desk

A cash desk tracks cash. A receipt raises the balance and an expense document lowers it. Each document has a number from a series, and the cash desk shows a running balance. You can have several cash desks.

Card and gateway settlements

A card sale waits on account 261 until the provider’s payout arrives. In Bank & cash → More → Card settlements, upload the settlement file and pair it with the movement on your account. The payout and the fee are posted. In tax records only the fee is written, because the sale already counted on the day it happened. Undoing the pairing in Bank undoes all of it.

We have not tried this on a real file from any provider, so compare your first import with the settlement. A file whose figures do not add up is not posted. Only Czech crowns work for now. You can change account 261 to an analytic of your own, and talk to your accountant about the choice: the law does not set an account for card takings.

Foreign currencies

You can keep accounts in other currencies. An account in another currency can pay an invoice, a received invoice, a proforma, a credit note, a debit note, another receivable or payable, or an advance to a supplier: you state how much of the document the payment covers. From a CZK account the crowns that actually moved decide, from a foreign account the ČNB rate of the day. The difference goes to exchange losses (563) or gains (663). An advance in a foreign currency stays at the crowns that arrived. See the Accounting guide for how documents in foreign currencies post.

Opening balance

An opening balance stated on an account or cash desk posts by itself against account 701, even one older than this feature, or to the opening balance of the cash book without double entry. When imported opening balances hold the same account, it counts once and the import stands. The other opening balances, such as share capital, have to reach 701 from the other side, or the year-end close points out the difference.