Cashbook Management

PropWorx is designed for a single legal company entity. While multiple bank accounts can be managed and linked to different properties, certain elements like Trial Balances will combine all bank accounts into one consolidated view.

For users needing separate financial reports, distinct logos, or different VAT management per entity, a separate database must be created for each company.

Access Cashbook Management

To configure your Accounting settings, follow these steps:

1. Navigate to Settings → Accounting Settings.

2. On the top left, click Edit to modify your company settings. Once done, click Save Changes to confirm.

3. Scroll down to Cashbook Management. 

Add a New Cashbook

PropWorx has three cashbook types: Trust, Deposit, and Business. Ensure that you select the correct type based on how the funds are managed.

• Trust – Used for any bank account where rental monies are collected.
• Deposit – Used for any bank account where tenant or owner deposit funds are held.
• Business – Used for any bank account that manages company operational funds.

Note: If rental monies are processed through a business account, you should still select Trust as the cashbook type.

1. Follow the steps to access Cashbook Management, then click on the + New Cashbook button.

2. A new cashbook screen will open. All fields are mandatory, fill in the cashbook details:

• Account Name (e.g. Rental Trust Account)
• Description (e.g. Rental Trust Account)
• Bank Name (e.g. First National Bank)
• Account Number (e.g. 62200000000)
• Branch Name
• Branch Code (e.g. 000000)
• Account Type (e.g. Current/Cheque Account)
• Cashbook Type: Choose between Trust (for rental monies), Deposit (for deposit monies) and Business (for business monies) (e.g. Trust)
• Activate cashbook toggle

3. Click on Submit Details Button. Cashbook will be created and will be loaded to cashbook list.

Edit an Existing Cashbook

1. Follow the steps to access Cashbook Management, then click on the Pencil Icon ( ) next to the cashbook to be edited.

2. The selected cashbook screen will open. Make required changes and click on Submit Details Button. Cashbook will be saved with changes.

Deactivate an Existing Cashbook

Note: If there is still an active balance on the cashbook, you will not be able to deactivate until the balance is zero. 

1. Follow the steps to access Cashbook Management, then click on the Pencil Icon ( ) next to the cashbook to be edited.

2. The selected cashbook screen will open. Under Cashbook Status, disable the toggle to deactivate. Click on Submit Details Button. Cashbook will be deactivated.

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