Cash book

Payments and Expenses record what came in and what went out. The cash book answers the question the committee asks at every meeting: how much do we have, and where is it? It keeps a running figure for the cash box and for each of the masjid's bank accounts, and shows a statement for any period: opening balance, money in, money out, and the closing balance each column should hold.

Opening the book

1. Turn the cash book on: it is off by default, and an administrator switches it on in Settings, the same way as follow-up rounds.
2. Pick one morning and count what the organisation actually holds: the cash in the box, and the balance in its bank account.
3. Open Cash book and enter that date and those two figures. Only an administrator can do this.
4. Pick the Fund the opening balance belongs to. It starts on General. Brought forward and fund balances in Reports, the general body report and Funds count it there, less any entries you have recorded from before the opening day.
5. From that day on, the statement moves on its own. Entries dated before the opening day are already inside the counted figures, so the book leaves them out.

Bank accounts

A masjid that keeps more than one account, say a general account and a construction account, registers each under Cash book → Bank accounts. Opening the book creates the first one; add the rest with their name, the balance each held on the morning the book opened, the fund that opening balance belongs to (a construction account's opening balance usually belongs to the Construction fund), and the UPI ID and account details donors to its funds are shown. One account is the default: every fund with no account of its own collects there.

Then tell each fund where it collects. Open the fund, follow Collection account under its name, and pick the account under Kept in. From then on, every UPI, bank-transfer, card, cheque or online entry for that fund lands in that account's column; cash still goes to the box. With two or more accounts, money-in and expense forms also offer an Account field, already filled from the fund, for the odd entry that went somewhere else.

Reading the statement

With one account the statement has a Cash column and a Bank column. With more, it has one column per account, and the cards above it show what each column holds at the end of the period. Tap a card to open that column's lines.

Opening balance

What each column held when the period began. For the very first period, this is what you counted the morning the book opened.

Money in

Every payment received in the period. Cash payments land in the box; UPI, bank transfer, card, cheque and online land in the bank, under the account the fund collects into.

Money out

Every expense in the period, split the same way by how it was paid.

Moved between box and bank

Deposits, withdrawals and moves between two accounts. Moving money changes where it sits, never how much there is, so this line always cancels to zero in the Total column.

Closing balance

What should be in the box and in each account at the end of the period. Count the box and open the passbooks: the numbers should match.

Deposits and withdrawals

When the treasurer takes collected cash to the bank, record it as a deposit: the amount, the date, the account it went into, and the slip number if there is one. Money drawn from the bank back into the box is a withdrawal. Money sent from one of the masjid's accounts to another is a move between bank accounts. None of these are income or expenses; they only move money between the columns.

Closing a month

At the end of each month, count the cash in the box and read each passbook's balance for the month's last day. Under Month close, pick the month and enter the figures, one per account. The page shows them beside the book's own figures for that day, with the difference on each side.

When a figure does not match, the page lists what to check: a deposit or withdrawal not yet recorded, money that moved from one account to another without a transfer being recorded, an entry of exactly the missing amount recorded with the wrong method, an entry that looks recorded twice, cash still awaiting deposit, a cheque that may not have cleared, or bank charges and interest not yet recorded. Correct the entry, then count again. Every count is kept, and the latest one is the close. If an entry for the month changes after the count, the page says so.

The month card

To send the committee a month's figures, pick the month under Month close and choose Month card, then English or Malayalam. It makes one image in your masjid's colours: the opening balance, money in, money out and the closing balance, how much is in the box and in the bank, and what the month's count found. On a phone it opens the share sheet, so it can go straight to the committee's WhatsApp group. On a computer it is saved as a picture.

Lines

Below the statement, Lines lists every entry behind each column for the date range, with the balance after each one. Pick an account to tick its lines against that passbook, or Cash in hand for the box. The list can be exported.

Funds with their own account

A fund that collects into another committee's account, such as a building committee with its own UPI or bank account, keeps its own book: on its Collection account page it is kept outside the masjid's book, and its payments and expenses are left out of this statement. The page lists those funds. A fund that shows donors its own UPI ID but is kept in one of the masjid's registered accounts is in the book like any other. Everything else, including salaries paid through Staff, is included.