Record cash you have not banked yet

Q: Deposit is grey.

The entry is already Deposit , or approval is on and it is not approved yet.

A provisional cash entry records cash you collected from a customer, or paid to a supplier, before it is booked to an account. Saving posts nothing. When you deposit it, a real receipt or payment voucher is made on the deposit date.

Accounting Cheques and provisional cash
5 min read
Updated October 20, 2026

For Cashier Accountant

On this page

What it does
Record cash
Deposit the cash
Change or delete an entry
Common questions

What it does

A provisional cash voucher is a note that cash changed hands before it was put into a cash or bank account. A field agent collects money from customers during the day; you want a record of who paid what, but you will bank it tomorrow. The entry keeps that record. Saving posts nothing: no ledger, no balance, no outstanding changes. When you Deposit the entry, the system makes an ordinary receipt voucher (money received) or payment voucher (money paid) with the date you give (Record any money received with a receipt voucher, Pay a supplier or an expense with a payment voucher).

If you can book the money now, make the voucher directly (Which voucher do I use?). For a cheque dated in the future use a Cheque entry (Record and deposit cheques).

Open Provisional cash voucher. The list shows the Voucher no, Reference receipt no, Date, Party, Amount and a Status. It can be filtered by status, by Is valid for deposit, by party and by transaction type.

Record cash

Choose Add
Who
Cashier or accountant
Where
Provisional cash voucher > Add. With more than one series, choose the series first.
What changes
Add provisional cash receipt opens.
Fill the form
What changes
Voucher date, Transaction type (Receipt or Payment), Payment/Receipt mode, Cash/Bank ledger (the account the cash will go into), Customer/Supplier, Agent, Amount, Project/Business Unit, Reference receipt no (the number on the paper receipt you gave), Notes and, if you want, a picture of the receipt.
Needs
An amount above 0: "Please enter valid amount". A date inside the open fiscal year.
Save
What changes
"Provisional cash voucher (number) saved successfully." The entry is Due in the list.

You can also start one from an invoice: a sales or purchase invoice has a Provisional cash button that opens this form for the invoice's party with the invoice as the Reference Voucher. A cheque's page has a Provisional Cash button too, for cash the party pays instead of the cheque: the entry then names the cheque (Record and deposit cheques).

What saving changes

Area	Change
Ledgers and balances	Nothing
The customer's or supplier's outstanding	Nothing: the invoice stays unpaid until the deposit
A reminder list	The entry shows as Due until it is deposited

Deposit the cash

Open the entry
Who
Cashier or accountant
Where
Provisional cash voucher > select the entry
What changes
The entry's page opens with its buttons.
Choose Deposit
What changes
If there is more than one receipt or payment series, choose the series. A small form asks for the Deposit date and Notes.
Needs
Where approval is on for cheques and provisional cash, the entry must be approved first (Approvals for purchases and vouchers).
Save
What changes
"The cash has been successfully deposited on account, and a receipt voucher has been created."

What a deposit changes

Area	Change
Ledgers	The receipt or payment is posted on the deposit date (it waits for approval where approval is on for receipts and payments)
The entry	Its status becomes Deposit and it can no longer be edited or deleted
A bill	An entry started from an invoice clears that invoice: the receipt or payment names it and its Due amount falls. An entry made from the Add button names no bill: the party's balance falls but no invoice shows as paid (What clears what in the customer's account)
A cheque	An entry made from a cheque's page counts toward that cheque: when the deposits of such entries reach the cheque's amount, the cheque becomes Cancel so it is not deposited as well

Worked example: an agent's collection round

Your agent collects cash on a round: 8,000 from ABC Traders for one of their invoices, entered from that invoice's Provisional cash button, and 5,000 from XYZ Stores on account, entered with Add. The next morning the cashier banks the cash and deposits both entries.

	Entry started from the invoice	Entry made with Add
After saving	Due. ABC Traders' balance and the invoice's Due amount are unchanged	Due. XYZ Stores' balance is unchanged
After Deposit	A receipt of 8,000 that names the invoice: its Due amount falls by 8,000	A receipt of 5,000 that names no invoice: XYZ Stores owes 5,000 less, but no invoice shows as paid
The Cash/Bank ledger	Up by 8,000 on the deposit date	Up by 5,000 on the deposit date
The entry	Deposit: it can no longer be edited or deleted	Deposit

Start an entry from the invoice whenever the customer says which bill the money is for: it saves matching it later.

Change or delete an entry

Edit an entry while it is Due, not approved (where approval is on) and its year is not locked. Delete asks you to type 1 and is not available after the deposit.

Common questions

The customer paid in cash to my agent but the invoice is still unpaid.

That is expected until you deposit: saving the entry settles nothing. If you started the entry from the invoice, the deposit clears it. If you made it with Add, the deposit lowers the customer's balance only; ask your accountant to match it to the invoice rather than recording a second receipt (What clears what in the customer's account).

When should I use this instead of a receipt voucher?

When the money is not yet in your cash or bank account. If it is in the till, make the receipt.

I deposited the entry on the wrong date.

Edit the receipt voucher the deposit made and change its date, if it is not approved or reconciled.

Deposit is grey.

The entry is already Deposit, or approval is on and it is not approved yet.