Cash Settlements — SanadiqCloud
Product version: 1.0.0+1
Last updated: 2026-10-07
Audience: Tenant Owners, Finance staff, Sales Representatives
A. Custody cash
Cash a sales representative collects from customers stays in their custody until it is handed to the company. Each representative has a custody cash book backed by a system account under 1050 Cash with Sales Representatives. It is created automatically the first time they collect cash.
The balance is always calculated from posted journals — nobody types it in:
Outstanding = cash collected − cash payments reversed − cash settled
Card, transfer and credit sales never add to custody cash. A cash payment counts as the representative's only when they record it themselves on their own sale; a payment recorded by the office goes to company cash.
When a cash payment the representative collected is reversed, the money leaves their custody cash. If they have already handed that cash in (their custody no longer holds the amount), it leaves the company cash book instead, so custody cash never goes negative.
Custody cash books are kept apart from the company's cash books. They are not listed under Cash & bank and cannot be used for cash transfers, payment routing, expenses, manual or opening-balance journals, or as the book a settlement is deposited into. A settlement is the only way to move cash out.
B. My cash (sales representatives)
Open Custody → My cash (/custody/cash). The headline is Cash to hand over (your outstanding balance), with Collected, Reversed (only when non-zero) and Settled underneath, then your settlements and every cash movement. The Custody page already shows your cash to hand over and whether a hand-over is open.
Handing cash over
- Choose Hand over cash, next to the headline.
- Enter the declared amount you are handing over. The expected amount (your outstanding balance) is shown.
- Choose Submit settlement.
You can have one open settlement at a time, and you can only submit one when you have cash to hand over. While it awaits review, you can cancel it; the cash stays in your custody.
You are notified when someone else confirms or cancels your settlement.
Permission:
finance:custody:readto view,finance:custody:settleto submit or cancel your own settlement. You only ever see your own cash and settlements.
C. Reviewing settlements (finance)
Open Finance → Cash settlements (/finance/cash-settlements).
- Custody cash books lists every representative with their outstanding balance. Record hand-over opens a settlement for a representative who handed over cash in person.
- Settlements lists submitted, posted and cancelled settlements.
Confirming a settlement
- Open the settlement and choose Confirm and post.
- Enter the amount received — what you actually counted (zero or more).
- Pick the company cash book to deposit into (same currency; a representative's custody book cannot be chosen).
- If the amount differs from the expected amount, choose a difference treatment.
- Confirm. One journal is posted, dated today, so today must fall in an open period. The representative is notified.
Nobody can confirm a settlement for their own custody cash.
A settlement always clears the whole expected amount (the outstanding balance when it was submitted). There is no partial settlement: if less is handed over, the gap is a shortage and needs a treatment. Cash collected after the settlement was submitted stays in custody for the next one. If the outstanding balance drops below the expected amount before confirmation (for example a payment was reversed), confirmation is refused — cancel the settlement and submit a new one.
| Situation | Treatment options | Posting |
|---|---|---|
| Amounts match | — | DR cash book / CR custody |
| Shortage (received less) | Employee receivable (the representative owes it, account 1150) or Cash over/short (company absorbs it, account 6100) | The difference is debited to the chosen account |
| Overage (received more) | Overage liability (held pending review, account 2200) or Cash over/short (account 6100) | The difference is credited to the chosen account — never revenue |
Permission:
finance:settlement:readto view every representative's cash and settlements;finance:settlement:approveto record a hand-over and to confirm or cancel any settlement.
When a settlement is refused
| Reason | What to do |
|---|---|
| A settlement is already waiting for review | Confirm or cancel the open one first |
| No custody cash to settle | The representative owes nothing right now |
| Custody cash dropped since the settlement was submitted | Cancel it and submit a new one |
| Confirming a settlement for your own cash | Ask another finance member to confirm it |
| The settlement is already posted or cancelled | Nothing to do; it can no longer change |
| A custom account uses a code reserved for representative cash (1050, 1150, 2200 or 6100) | Rename that custom account, then retry |
| Today's period is closed | Reopen the period, then confirm again |
D. Reports
The cash flow report includes custody cash books, so cash held by representatives is part of total cash. Each representative's collections, reversals and settlements are listed on their My cash page; members with finance:settlement:read can open a read-only copy for any representative from the representatives list in the Custody area. The general ledger for a 1050-… account is available through the API (/api/finance/v1/reports/gl).
E. Members who still hold cash
A member who still owes custody cash, or has a settlement waiting for review, cannot be deactivated or removed from the organization, and cannot deactivate or delete their own account. Settle their cash first (and unload any custody stock). See Members.
See also: Sales representatives | Custody stock | Finance lifecycle | Reports | Permissions