Cash desk

The Cash desk tab of Bank and payments keeps the cash your office holds: a cash desk per currency, and a slip for every amount that goes in (KP) or out (KW). Advances for drivers, cash expenses, invoices paid in cash, refunds and cash taken from or paid into the bank all go through slips, so the balance of each cash desk is always known.

Before you start

• Open Billing, Bank and payments, tab Cash desk.
• An organization admin opens and archives cash desks. Writing slips and paying invoices in cash needs a role that may change TMS data; a member limited to some TMS modules needs Finance.
• Advances paid to a driver show on the driver's card and in the month's settlement (see Trips and diets).

Open a cash desk

Without a cash desk the tab says "No cash desk yet: An administrator of the organization opens a cash desk (for example one in PLN and one in EUR)."

1. An admin clicks Open a cash desk (or New cash desk).
2. Fill in the dialog: "One currency per cash desk. Its slips are numbered per desk and year."
3. Click Open the cash desk.

Archive (admins, in the tab's ⋯) closes a cash desk: "An archived cash desk takes no new slips; its slips stay. Only an empty cash desk is archived." Pay out what is left first.

The slips of a cash desk

Pick the cash desk at the top; it shows its balance and the number of slips. Slips of the cash desk lists them:

Filter by purpose (Everything or one purpose) and Search slips. The foot sums up In: and Out:. A reversed slip says "reversed by …".

Purposes

Write a slip

1. Click New KP/KW. "A saved slip is never changed: a wrong one is corrected by a reversal."
2. Fill in the slip and click Save KP (or Save KW).

The balance never goes below zero

A KW is refused when the cash desk does not hold that much: "There is only 350.00 PLN in this cash desk (also checked for earlier days)." The check covers a backdated slip too: the balance must stay at or above zero on the slip's day and every day after it.

Read the receipt

With a receipt attached, Read the receipt fills the slip from it (with the TMS AI switched on): "Filled from the receipt. Check it." When something was not clear: "Filled from the receipt, not everything was clear. Check the amount and the day." A receipt in another currency than the cash desk's leaves the amount for you: "The receipt says 45.00 EUR and the desk is in PLN: the amount was not copied, type what the desk really paid out." Reading uses AI credits.

Open, print and reverse a slip

Click a slip to open it: Kind, Cash desk, Day, What for, Balance after, Entered by and the Receipt (attached).

• Print KP (or Print KW) prints the slip, with the amount in words.
• Reverse: "Slips are never changed or deleted. A reversal is a new slip in the other direction that points at this one; a paid invoice becomes unpaid again." Write Why is it wrong (for example "entered twice") and confirm. The reversal is dated today, and both slips stay on the list, each pointing at the other (Reversed by, This slip reverses).

A reversal is not reversed again; record a new slip instead.

Advances for drivers

1. Pay the advance with a KW Advance for a driver, picking the driver.
2. When the driver brings back what was not spent, write a KP Advance settlement for that driver: "Unused advance returned". The advance then shows what came back at the cash desk, and the driver's month settlement asks only for the rest.
3. A top-up of an advance is a KW Advance settlement.

The driver's card shows his slips under Cash desk (Show older for earlier ones). An advance that is already in a paid settlement of the driver cannot be reversed: "Record the correction as a new slip." A driver whose data was erased cannot get a new advance.

Pay an invoice from the cash desk

An approved carrier or supplier invoice can be paid in cash, whole:

1. On the cost card, open ⋯, Pay from the cash desk (or write a KW Invoice paid in cash here and pick the invoice).
2. The dialog says "… to …, paid whole in cash." and picks an open cash desk in the invoice's currency.
3. Click Pay in cash. The slip is saved ("Paid in cash (KW/0007/2026/PLN)") and the cost is paid.

Only an approved, unpaid invoice that is not in a transfer batch is paid this way, and the amount is what is still open on it. Without an open cash desk in that currency: "An administrator opens one on the Payments page, Cash desk tab." A reversal of the slip makes the invoice unpaid again.

Good to know

• The same form saved twice by accident is caught: "This cash slip was already saved. Refresh the list."
• Slips number themselves per cash desk, year and kind (KP and KW separately), and the numbering starts again each year.
• Invoices copied from another system running next to Quanty are paid there, not from the cash desk in Quanty.

Related pages

• Paying carriers: the other ways to pay a cost.
• The cost card: approving the invoice you pay.
• Trips and diets: drivers' advances.
• Driver pay: advance returns at the cash desk and the monthly settlement.
• Bank statements: cash withdrawn from or paid into the bank.