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Cash Flow, Debts & Period Closing

Introduction

This document covers InOut's financial module: the cash book (automatic and manual income/expense), the summary panel, debts for customers & suppliers, opening balances, and accounting period closing. It is for accountants and business owners. After reading it you will understand the financial picture and know how to safely close the books per period.

Cash flow overview

flowchart TD
    S["Sales orders<br/>(GP247)"] -->|revenue| IN["INCOME"]
    R["Supplier refunds<br/>(return orders)"] -->|auto| IN
    MR["Manual receipts"] --> IN
    P["Supplier payments<br/>(purchase orders)"] -->|auto| OUT["EXPENSE"]
    MP["Manual payments"] --> OUT
    IN --> PR["Gap = Total income − Total expense"]
    OUT --> PR
    IN --> DEBT["DEBTS"]
    OUT --> DEBT

1. The cash book

The central place for every financial transaction:

• Automatic income: sales revenue (sales orders), supplier refunds (return orders).
• Automatic expense: payments to suppliers (purchase orders).
• Manual income/expense: receipts/payments for other items (electricity, salaries, collecting customer debt…).

Create a manual receipt/payment

1. Go to Orders → Cash Flow Management.
2. Click to create an entry, choose the type (Receipt/Payment), choose the party (customer / supplier / other) — required to track debt.
3. Enter the amount (> 0), date, method, category, note → save. The code is auto-generated (CE-YYYYMMDD-XXXX).
4. You can edit or delete manual entries; every create/edit/delete is written to history.

Only manual entries can be edited/deleted. Entries auto-generated from purchase/return orders are managed through those orders.

2. Summary panel

On the Cash Flow page, pick a date range to see:

3. Debts

Customer debts (customers owe you)

• Lists customers with unpaid sales orders.
• Click a customer name to see each order's detail: order total, received, remaining; with a per-order breakdown of items and costs.
• Net debt = order debt − manual receipts + manual payments (for that customer).

Supplier debts (you owe suppliers)

• Lists suppliers with unpaid purchase orders.
• Net debt = purchase debt + opening balance − return refunds − manual payments + manual receipts.

Opening balance (suppliers only)

Use when you already had prior debt with a supplier before adopting the system:

1. On the Debts screen, choose Enter opening balance, pick the supplier, enter the amount and record date → save.
2. This amount is added to the supplier debt. Creating/deleting an opening balance is written to history and subject to the period-closing check.

Customer debt is read directly from GP247 sales orders, so there is no opening balance for customers.

4. Accounting period closing

Closing the period locks the figures of a past period, blocking any modification to documents belonging to it.

How to close & reopen

1. On the Cash Flow page, choose Close period, enter the close-through date → save. Any document dated on/before that date is locked.
2. Need to fix older figures? Choose Reopen on the corresponding closing mark.
3. Any account with access to the cash flow module can close/reopen.

Key principle (cut-off by document date)

Locking is checked by the document's date, not the date you perform the action. Example: if closed through 31 May, today you still cannot edit a payment dated 20 May, but you work normally with a document dated 1 June.

Operations blocked when in a closed period: add/remove costs, add/remove purchase-order products, cancel an order, add/remove payments, add/remove refunds, create/edit/delete cash entries, enter/delete opening balances.

Closing constraints

• No closing for a future date (a period that hasn't ended).
• No re-closing a date already inside an active closed period.

Conditions & Rules (know before you act)

Learn these up front so you don't get blocked mid-entry:

Manual receipt/payment:

• Required: choose the type (Receipt/Payment), the party group (customer / supplier / other) and the specific party — so the system attaches the right debt.
• Amount > 0; record date required.
• Only manual entries can be edited/deleted. Entries auto-generated from purchase/return orders must be changed on the source order.
• When editing an entry: the system checks period closing for both the old and the new date — moving the date into a closed period is also blocked.

Opening balance:

• Applies to suppliers only (customer debt is auto-derived from sales orders, so no opening balance).
• Amount > 0; record date required; subject to the period-closing check on that date.

Period closing:

• No future date; no re-closing a date already inside an active closed period.
• Cut-off is always judged by the document date, not the action date (see "Key principle" above).

Q&A

Q1: Is "Profit" in the summary the business's real profit?

→ It is a cash-flow gap (Total income − Total expense) for the period per the cash book, not a standard accounting gross/net profit. Use it for quick tracking, not as a replacement for a P&L statement.

Q2: Can I edit an entry auto-generated from a purchase/return order?

→ No. Only manual entries can be edited/deleted. To change an auto entry, adjust the source purchase/return order.

Q3: Why can I still edit a document after closing the period?

→ Because that document is dated after the closing mark. Period closing only blocks documents dated on/before the closing date.

Q4: Closed through 31 May — how do I reopen to fix an entry dated 20 May?

→ Go to Period Closing, choose Reopen on the mark covering 20 May, fix it, then re-close if needed.

Q5: Why can't I close for tomorrow?

→ You can't finalize a period that hasn't ended. You can only close through a date on or before today.

Q6: Can I enter an opening balance for a customer?

→ No. Only suppliers have opening balances. Customer debt is derived automatically from GP247 sales orders.

Q7: I recorded a receipt for a customer — does their debt drop automatically?

→ Yes. A manual receipt tied to the right customer is deducted from that customer's net debt.

Q8: Does deleting a manual entry lose the trail?

→ No. The system records history (who deleted it, when, the entry contents) and uses soft delete to preserve accounting data.

_{📅 Last updated: 2026-08-16 · ✍️ Author: GP247}