Deposits/Withdrawals: Overview for all persons at a given point in time

The Deposits and withdrawals report shows how much company money each employee holds - for example an advance for a purchase or a business trip that they have not yet accounted for - and, conversely, how much the company owes an employee who paid for the company out of their own pocket.

You find the report in the menu Money → Payments → Deposits/Withdrawals: Overview for all persons.

The report looks at money through the employee's eyes:

• Withdrawal - the employee received company money: a money withdrawal from the cash desk or from an account, for example an advance
• Deposit - the employee returned money or paid for the company from the money they hold: a money deposit, or a received sales receipt they paid

An expenditure assigned to an employee counts in the report as their deposit, an income as a withdrawal.

“Difference” = withdrawals minus deposits:

• positive difference - the employee holds company money
• negative difference - the company owes the employee

1. An employee receives an advance of 200 EUR from the cash desk - when recording the money withdrawal, you enter their name in the field “Resp. employee”. In the report: withdrawals 200 EUR.
2. They buy a lawnmower for 150 EUR in cash. You add a received sales receipt to ReFIS and select this employee in the field “Account/cash desk/person”. In the report: deposits 150 EUR.
3. The difference is 50 EUR - the employee still holds 50 EUR of company money. When they return it to the cash desk (money deposit), the difference will be 0.

The cash desk changes only when the advance is withdrawn and when the remainder is returned - the employee paid for the lawnmower from money they already held.

For each employee “Deposits”, “Withdrawals” and “Difference” - with several currencies, separately in each currency and also converted to the domestic currency at the exchange rate of the payment date. Money deposits and withdrawals without an employee entered are in the row “Unspecified employee”. Income and expenditure without an employee are not taken into account in the report. Payments marked as closed are not counted. By default the list is sorted by difference from the lowest, so the employees to whom the company owes the most are at the top.

You narrow the report by payment date, deposit or withdrawal date, approval status and approval date.

For selected employees you can pay out what the company owes them with the function “Create a payment order”, or confirm a payment with the function “Create a payment confirmation”. ReFIS opens the form of a new document (payment order or payment confirmation) based on the selected rows.

When an employee pays a sales receipt with their own money, the company reimburses them. A payment confirmation created from this report therefore contains a deposit or withdrawal for each selected employee, and after saving, ReFIS links it with the unreimbursed sales receipts the employee paid. These documents are thus marked as reimbursed.

You see the reimbursed documents in the detail of the payment confirmation in the section “Reimbursed documents”. In the detail of a sales receipt, the section “Amounts with which this document was reimbursed” shows the deposit or withdrawal with which it was reimbursed.

• “Deposits/Withdrawals: Overview for all persons at a given point in time” - the report for all employees
• “Deposits/Withdrawals: Overview of your own deposits and withdrawals at a given point in time” - the employee sees only themselves, and the menu item is called “Overview of your own deposits and withdrawals”

• The money balance in the company at the given moment
• Sales receipts
• Payments