Treasury / Cash Drawer
Open and close daily treasury with opening balance, reconciliation, and discrepancy tracking
Overview
The Treasury (Cash Drawer) feature in SehaFile manages daily cash operations for your clinic. Each day starts by opening the treasury with an opening balance (cash on hand), and ends by closing it with automatic reconciliation. The system tracks all cash in (payments received) and cash out (expenses) during the day, calculates the expected closing balance, and highlights any discrepancies.
Opening the Treasury
- Navigate to Treasury: Go to Financial > Treasury from the sidebar.
- Click Open Treasury: Click the Open Treasury (فتح الخزينة) button.
- Enter Opening Balance: Count the physical cash in the drawer and enter the Opening Balance amount in EGP.
- Add Notes (Optional): Note any relevant details (e.g., "Carried over from yesterday" or "Added petty cash 500 EGP").
- Confirm: Click Open. The treasury is now active and will track all transactions.
Warning: Only one treasury day can be open at a time per clinic. If a treasury is already open, you must close it before opening a new one. The system will show an error: "There is already an open treasury day for this clinic."
Monitoring Current Treasury
While the treasury is open, navigate to Financial > Treasury > Current to see:
- Opening Balance - What you started with
- Cash In - Total payments received since opening (calculated automatically from payment records)
- Cash Out - Total expenses recorded since opening (calculated automatically from expense records)
- Running Balance - Opening + Cash In - Cash Out (expected cash on hand right now)
- Opened By - Who opened the treasury
- Opened At - When it was opened
Closing the Treasury
- Navigate to Treasury: Go to Financial > Treasury.
- Click Close Treasury: Click the Close Treasury (إغلاق الخزينة) button.
- Add Closing Notes (Optional): Record any observations about the day's cash handling.
- Confirm: Click Close. The system:
- Calculates total cash_in from all payments since opening
- Calculates total cash_out from all expenses since opening
- Computes closing_balance = opening_balance + cash_in - cash_out
- Records who closed it and when
- Sets status to "closed"
Treasury History
View past treasury days in Financial > Treasury > History. Each entry shows:
- Opening and closing balance
- Total collected (cash in) and total expenses (cash out)
- Net amount (cash_in - cash_out)
- Who opened and closed
- Date and time stamps
Tip: Compare the system's calculated closing balance with the physical cash count at end of day. Any difference indicates a discrepancy that should be investigated - either a missed transaction or a counting error.
Treasury dashboard showing current status with opening balance, cash in/out, running balance, and open/close buttons
Frequently Asked Questions
What happens if I forget to close the treasury?
The treasury remains open and continues accumulating transactions. Close it as soon as possible and add a note explaining the delay. All transactions since opening will be included in the closing calculation.
Can I see which payments contributed to cash in?
Yes. The cash_in total is the sum of all payments recorded after the treasury opened_at timestamp. View these in the Payments list filtered by today's date.
Does the treasury track card payments?
The treasury calculates cash_in from ALL payment methods (including card and bank transfer). For physical cash reconciliation, consider filtering payments by method = "cash" in the payments report.
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