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Expenses, loans and money transfers
Everything that brings money in or takes it out apart from sales: expenses, loans and contributions, and moving money from one method to another.
First: methods and their balances
A shop's money is not in one place. There is the cash in the drawer, the Mobile Money account balance, sometimes a bank account. In Boutixy, each of these places is a payment method with its own balance.
- Cash is the “cash in hand”: this is what you count at closing.
- The other methods (Mobile Money, card, bank transfer, or a method you create) each have their balance, shown separately.
A rule common to every outflow of money: you cannot take out of a method more than it contains. The “insufficient balance on this method” message says how much is available; choose another method or record a contribution first.
Expenses
Menu Cash › Expenses. An expense is money going out that is not a purchase of goods: transport, rent, wages, electricity, phone credit.
- Enter the Reason and the Amount (greater than zero).
- Choose the method the money leaves from.
- Save. The expense is deducted from the day's cash.
The list can be filtered between two dates and shows the total for the period. An expense cannot be added on a day already closed.
Paying a supplier is not an expense: it is done from the purchase order, so that the supplier's debt goes down at the same time. See Suppliers and purchase orders.
Loans and personal contributions
Menu Cash › Loans. This page records money that enters the shop without coming from a sale.
| Type | Meaning |
|---|---|
| Loan or contribution to repay | The money will have to be given back: a loan from a relative, from a cooperative, or personal money you intend to take back. |
| Permanent contribution (will not be repaid) | The money stays in the shop: a capital contribution. Nothing is to be repaid. |
Recording a loan
Enter the reason, the amount, the method that receives the money and, if you wish, the lender and a Repayment rate (%). At 0%, you repay exactly what you received. With a rate, the application calculates the total to repay. Example: 1,000 received at 10% gives 1,100 to repay, of which 100 is interest.
No date is set: you repay when you want, in one or several payments.
Repaying
Open the loan, then Repay: partial or full amount, and the method the money leaves from. The amount cannot exceed what is left to repay, nor the balance of the chosen method. The repayment comes out of the day's cash; it can be cancelled as long as its day is not closed.
The page always shows the Left to repay (all loans).
Changing your mind
- Edit the lender or the rate: possible at any time, as long as the new total does not fall below what has already been repaid.
- This is a permanent contribution (nothing to repay): the money will not be taken back after all. Impossible if the loan has already been partly repaid.
- Set it back to “to repay”: the reverse.
Money transfer between methods
Menu Cash › Money transfer. This entry only appears if the shop accepts at least two methods.
A transfer moves money without creating or spending any: a Mobile Money withdrawal at the agent (Mobile Money → cash), a bank deposit (cash → bank). Choose the source method, the destination method, the amount and a note. The source balance must be sufficient.
Cancel this transfer returns the money to the source method, as long as the day is not closed.
Think of a transfer every time you withdraw your Mobile Money as cash. Otherwise the cash counted in the evening will be higher than the expected cash, and the closing will show a difference that is not one.
Rights required
- Expenses: Invoice a voucher (cash, debt, deposit) and collect debts, Full dashboard (sales, cash, expenses, debts) or Shop settings and subscription.
- Loans, contributions and money transfers: Loans / contributions.
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