Cash book & payment journal

The cash book records all payments in one place – cash, card, SumUp, PayPal or bank transfer. For your cash, TheraTap also keeps a running cash balance so you can track expenses, owner withdrawals and cash closings. Your till is always under control.

Open cash drawer without TSE

The cash book records your cash movements. It is not an electronic cash register with a certified technical security device (TSE) under § 146a of the German Fiscal Code. Whether your business needs a TSE is best clarified with your accountant.

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At a glance

One journal for everything

Every payment – whatever the method – ends up in the journal. Paid invoices are booked automatically.

Real-time cash balance

Only cash moves the till. Your current cash balance is always shown at the top – card & co. appear as journal entries only.

Receipts & vouchers

Attach a photo or PDF to any booking, print receipts or send them by email.

Cash closing & export

Count your cash (optionally by notes and coins), reconcile the difference, export the cash book, DATEV and the tax advisor report.

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Activating the cash book

We activate the cash book for your practice on request. Write to us at info@theratap.de – afterwards you’ll find Cash book under Finance in the sidebar.

At the top you see your current cash balance and the last cash closing, below that the journal with all bookings in the selected period. Use the filters to narrow the journal down by period, type (invoice payments or cash movements), payment method and user.

Tip

Payment methods, tax rates and the DATEV chart of accounts are managed under Settings → Accounting. The suggested accounts follow SKR03 – which account is right for you is up to your accountant.

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Recording a booking

1. Click “New entry”

   You’ll find the button at the top of the cash book.

2. Choose the booking type

   • Cash income – money received without an invoice (you can choose a different payment method here)
   • Expense – cash expense with a receipt (e.g. postage, purchases), optionally with a tax rate
   • Withdrawal – owner withdrawal from the till (money only – withdrawing goods or medication does not belong in the cash book)
   • Deposit – cash deposit, e.g. change money or your opening balance. Always state where the money comes from.
   • Cash to bank / Bank to cash – transfer between the till and your bank account

3. Enter amount & details

   Enter the amount as a positive value – whether it’s income or an expense follows from the booking type. Add date, receipt/reference and optionally a note. Bookings in the future are not possible.

4. Book

   The booking appears in the journal right away and the cash balance is updated.

Caution

The till can’t go negative: a cash expense that isn’t covered by the available cash is rejected. In that case, record a deposit first.

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Receipts and vouchers

Tap a booking in the journal to open its details. There you can:

• Upload attachment – a photo or PDF, e.g. the till receipt for a cash expense. A receipt can be replaced later. Once a booking is locked by a cash closing, its receipt is kept as proof.
• Print a receipt or send it by email – for invoice payments the email can go straight to the invoice contact.

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Invoices are booked automatically

As soon as you mark an invoice as paid or record a partial payment, the payment is automatically booked into the journal – with the respective payment method. Invoices paid in cash increase the cash balance, card or bank-transfer payments appear as journal entries without affecting the till.

Note

Partial payments: If a client only pays part of the amount, the invoice stays partially paid until the remaining amount is recorded. The open amount is always visible on the invoice.

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Closing the till

1. Open “Cash closing”

   TheraTap shows you the expected balance – the cash balance according to the cash book.

2. Count your cash

   Enter the counted Total amount or choose Notes & coins and enter each denomination – TheraTap adds them up. You see the difference immediately.

3. Close

   With “Reconcile difference as entry”, TheraTap books a surplus or shortfall as a cash difference, so expected and counted match again. Optionally tick “Cash till verified” and add a note.

After closing, the cash closing report opens as a PDF. All closings are listed under Cash counts, including denominations and report.

Reconciling a difference later

If you didn’t reconcile a difference when closing, you can do so later via Reconcile difference in the list of cash closings. TheraTap then creates a correction booking with today’s date and links it to the original closing. A reason is required, e.g. a recount. The cash closing itself remains unchanged.

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Export for your accountant

Under Export you choose a period (with shortcuts like “Last month” or “Last year”) and the type of export:

• Cash book – all bookings in the period with a running balance, as PDF or CSV.
• Daily revenue – incoming payments per day and payment method.
• DATEV (cash) – the cash book as a DATEV booking batch (EXTF) using the accounts from your DATEV chart of accounts.
• Tax advisor report – an Excel file with VAT by invoice and payment date, line items and the payment journal.

More on invoice exports: Payments & export.

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Reversal

To reverse a wrong booking, open its details and choose Reverse. Give a reason – “Incorrect entry” or your own. For invoice payments you also choose how the money is refunded to the client.

A cash book must be continuous and unalterable – that’s why the original booking is never deleted or changed. Instead, TheraTap creates a reversal booking that refers to the original. Both lines remain in the journal and the cash balance adjusts automatically.

If the reversed payment belongs to an invoice, its status is recalculated – a fully reversed payment sets the invoice back to open.

Note

Every booking has a sequential number. A booking that has already been reversed can’t be reversed again, and a reversal booking itself can’t be reversed – so the journal stays fully traceable.