How to record cash movements

What is it for?

The cash account is the company's money in notes and coins. This article shows how to record what comes into it and what goes out of it: an expense paid in cash and the payment or receipt of an invoice in cash. Each movement leaves a journal entry in the cash account (111001 Caixa in the example), and the Money in cash on the Accounting home panel follows it.

When to use it?

• When you paid an expense in cash, with no supplier invoice posted: Record a cash movement.
• When you pay in cash a supplier invoice already posted, or receive cash for a customer invoice: the payment registration, with the Caixa journal.
• Do not choose the Banco journal or the screen's default account: the Quick entry opens with Paid from on the Depósitos à ordem account (the bank) and the expense on Outros serviços. Choose the cash account before you Publish.

Where to find it?

• Accounting › Reconcile › Banks and cash › What is there to do with the banks? › Supporting lists › Cash statements, Record a cash movement button.
• A cash payment is made on the invoice itself: Pay (supplier invoice) or Issue receipt (customer invoice), with the Caixa journal.
• The balance is shown on the home panel: Accounting, Banks and cash (at the end of the month) block, Money in cash line.

Before you start

• Your profile is Accountant (tested) or Certified accountant (the Record a cash movement button also appears). The Auditor and Management profiles see the Cash statements list, but without the button. The Administrative profile does not even have the Accounting app.
• The example is Empresa Demonstração, Lda, with the Caixa journal (code CX, account 111001 Caixa). If the company does not have a cash journal yet, see How to create a bank or cash account.

How to use it

Record money going out of the cash account

1. Open Cash statements. The list (Date, Journal, Opening balance, Closing balance, Movements, To reconcile, State) is empty: “No cash statements yet. Um extrato de caixa lista tudo o que entrou e saiu de uma caixa num período.” (a cash statement lists everything that came into and went out of a cash account in a period). At the top left is the Record a cash movement button.
2. Click Record a cash movement. The Quick entry opens. In 1. What happened?, choose I paid an expense.
3. Fill in 2. When? (the date, today by default) and 3. How much? (in the example, 12.30).
4. In 4. Where does it come from and where does it go?, in Paid from choose Caixa. There are two lines with this name: use the one the screen shows with the number 111001, the account of the Caixa journal. In What it was for choose the expense (in the example, Office supplies, account 6233). In 5. Description, type a short note (for example “Papel para a impressora”).
5. Check What will be recorded: “12,30 € will leave “Caixa” and be booked as an expense in “Material de escritório””, with the debit on 6233 Material de escritório and the credit on 111001 Caixa, and the Balanced bar.
6. Click Publish. The screen says “Entry saved OD/2026/00111”. With Open the entry you see the posted journal entry, in the Miscellaneous Operations journal:

Account	Debit	Credit
6233 Material de escritório	€12.30
111001 Caixa		€12.30

Checked in the ledger of account 111001: a credit of €12.30 on 01/11/2026. The panel's Money in cash goes down by €12.30.

Pay a supplier invoice in cash

1. Open the supplier invoice already posted (in the example, FTF/2026/00044, Rui Matos, total €600.00) and click Pay. The window opens with the Banco journal, the Value €600.00 and the Payment Date.
2. In Journal, choose Caixa. The Bank account field disappears, because the cash account has no IBAN.
3. Click Create Payment. The invoice becomes Paid (“Paid on 01/11/2026 €600.00”, Amount Due €0.00) and the payment is called PCX/2026/00006.
4. Open the payment: the journal entry goes straight to the cash account, without going through pending payments:

Account	Debit	Credit
2211 Fornecedores gerais	€600.00
111001 Caixa		€600.00

Checked in the ledger: account 111001 received the €600.00 credit and the invoice was paid. A payment to a supplier with the Banco journal does something else: it stays in 120003 Pagamentos Pendentes until it is reconciled with the statement; with the Caixa journal there is no statement to reconcile, so the journal entry goes straight to the cash account.

Receive cash from a customer

• Open the customer invoice (in the example, FT D26/32, €123.00) and click Issue receipt. The suggested journal is Recibos (RG); in Journal choose Caixa and click Create Payment.
• The payment becomes Paid, named PCX/2026/00007, and the journal entry is: debit 111001 Caixa €123.00, credit 2111 Clientes gerais €123.00.
• Pending validation by a certified accountant: whether receiving cash for a customer invoice requires the certified receipt (Recibos (RG) journal) instead of the PCX payment.

Expected result

• Each movement leaves a posted, balanced journal entry, with account 111001 Caixa debited (money in) or credited (money out).
• The Money in cash on the home panel changes: in the example, from €598.60 at the end of October to €109.30 in November (598.60 - 12.30 - 600.00 + 123.00 = 109.30). The panel's figure adds up all cash accounts: in the example, €20.14 belongs to the point of sale cash account (111002), besides 111001.
• The Cash statements list stays empty: the movements above do not create statements.

Important notes

• Where “Money in cash” is. It is on the Accounting home panel, Banks and cash (at the end of the month) block, and not in the What is there to do with the banks? hub, which only shows Money in the banks.
• Check the account before publishing. The Quick entry opens with the bank in Paid from: if you publish without changing it, the money goes out of the bank. The Paid from list has two lines called Caixa (accounts 111 and 111001); the Caixa journal uses 111001, which is the one the screen shows in “What will be recorded”.
• Cash differences. The gain and loss accounts of the Caixa journal (7888 and 6888) are those for counting differences. The movements above do not go through them, and no cash count screen was found in fiscaldoo: the Cash statements list only shows existing statements. Pending validation by a certified accountant: the accounting treatment of cash differences.
• Cash payments and legal limits. fiscaldoo does not block a high-value cash payment: the legal limit is a decision for the certified accountant. Pending validation by a certified accountant: limits on cash payments.

Common problems

I do not see the “Record a cash movement” button

• Symptom: in Cash statements only the list appears.
• Cause: the profile cannot record journal entries (Auditor and Management, for example).
• What to do: ask an Accountant or a Certified accountant to record the movement.

The “Publish” button is disabled

• Symptom: in the Quick entry, Publish does not respond and the screen says “Fill in the values to check the balance”.
• Cause: the amount in 3. How much? is missing.
• What to do: type the amount; when the entry is Balanced, the button becomes active.

The cash payment does not reduce the cash balance

• Symptom: when paying an invoice, the journal entry went to 120003 Pagamentos Pendentes and the cash account did not change.
• Cause: the journal chosen in the Pay window was Banco, which is the window's default.
• What to do: ask the accountant to correct the payment: it must be registered again with the Caixa journal. Before paying, check the Journal in the Pay window.