Cash Transfers: Moving Money Without Losing the Trail
Your shop’s money is never in one place.
Some in the till. Some in the bank. Some sitting in a digital wallet because customers paid by QR. And all week long, that money moves between the three.
Those movements are what most often go unrecorded — because they do not feel like transactions. Nobody bought anything, nobody sold anything. The money was simply taken to the bank.
But the consequences are real. The bank balance in the system never matches the actual statement. The physical till is always slightly adrift from the record. And at the end of every month somebody spends an hour hunting a discrepancy that could have been explained on day one.
A cash transfer records that movement as a movement — not as income, not as an expense. One channel falls, another rises, and your shop’s profit is untouched.
There is one field in there that saves more time than it looks: the admin fee. Withdrawing at another bank’s ATM, depositing through an outlet, cashing out a wallet balance — each carries a small deduction that always gets ignored. That deduction is why the destination balance never quite equals what was sent.
Fill that field in, and the discrepancy you have been hunting stops being a mystery.
Before you start
- Payment channels already registered — at minimum the till and one bank account.
Steps
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Register your money pockets in the Channel Pembayaran Toko section
Two pages have confusingly similar names. Saluran Pembayaran (Settings → Business Identity) holds only the provider master — BCA, BNI, and their types. Your shop actual pockets are registered in the Channel Pembayaran Toko section inside Settings → Business Identity → Toko. That is where the till, the bank accounts and the wallets become pockets you can transfer between.
Register where your money lives here first. -
Understand that a transfer is neither income nor expense
This is the most expensive misunderstanding in the whole tutorial. Banking your till cash does not make your shop poorer, and does not make it richer. The money merely changed places. Recorded as an expense, your profit will look far smaller than it is.
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Open Financial Reports → Transfer Saldo and press Tambah Transfer
Fill the Dari (from) and Ke (to) columns — both are required. Dari is where money decreases, Ke is where it increases. One row lowers one balance and raises another, exactly as happens in the real world.
Balance transfers stand apart from income and expense. -
Enter Jumlah as the money that ARRIVES at the destination
This is the rule that saves you from entering it wrong, and it holds for every kind of movement. Jumlah is not what leaves — it is what actually lands in the destination pocket. Bank two million in cash and two million arrives: enter two million. Withdraw a hundred thousand from a wallet but receive 97,500: enter 97,500, not a hundred thousand. The deduction goes in the next field.
Enter the amount that ARRIVES at the destination. -
Fill the Biaya Adm column — and know which side pays it
Biaya Adm (admin fee) is its own column beside Jumlah (amount). The part that matters: the fee is charged to the SENDING channel, not deducted from what arrives. Sending 2 million with a 6,500 fee means the source pocket drops by 2,006,500 while the destination gains the full 2 million. The fee itself is booked as a bank admin expense — so it shows up in your P&L as a cost rather than quietly vanishing.
The admin fee is borne by the sending pocket. -
Date it by when it happened, not when you recorded it
A Saturday deposit entered on Monday is still dated Saturday. Otherwise your cash flow report shows money vanishing for two days and then reappearing.
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Attach the proof of transfer
There is a place to attach an image. Photograph the ATM slip or screenshot the statement. Trivial while everything runs smoothly, decisive three months later when there is a deposit in the account you cannot account for.
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Reconcile in Financial Reports → Saldo Kantong after saving
That page lists each channel with Masuk (+), Keluar (−) and Saldo columns — money in, money out, balance. What you check: the destination grew by exactly Jumlah, while the source fell by Jumlah plus Biaya Adm. Open the source pocket breakdown and you will find a line of its own called Biaya Adm Transfer — that is what explains why the balance dropped by more than the amount you sent.
Reconcile in the pocket balance report after saving. -
Make banking a scheduled habit, not a full-till reaction
A shop that banks money "when it remembers" always has a till whose contents can never quite be explained. Fix one day each week. Not for accounting neatness — but so the amount of cash sleeping in your shop has a clear ceiling.
Make deposits a schedule, not a reaction to a full drawer.
What you end up with
Every movement of money between till, bank and wallet is recorded with its admin fee and its proof — so each balance matches reality, and profit is not distorted by transfers recorded as something else.
If something goes wrong
The source pocket dropped by more than the amount I sent
That is correct and expected. Biaya Adm is charged to the sending side, so what leaves is Jumlah plus the fee while the destination receives Jumlah in full. The difference is recorded as a bank admin expense in your reports.
Profit collapsed this month despite good sales
Check whether bank deposits were recorded as expenses. A transfer between channels is not a cost — moving money must not reduce profit. Re-record it as a transfer.
Physical till cash does not match the cash channel balance
Trace both directions: either a deposit has not been recorded, or a cash expense has not been entered. A cash discrepancy is almost never money lost — usually it is one record left behind.
I picked the wrong source channel
Correct the transaction rather than creating a reverse transfer to cancel it. Reverse transfers fill your cash flow history with fake pairs that confuse anybody tracing it later.
Should every account be registered separately?
Yes, if you monitor their balances separately. Merging two accounts into one channel means you never learn which account is actually empty.
My shop bank account does not appear in the Dari and Ke lists
You most likely entered it on the Saluran Pembayaran page, which is only the provider master. Register it again in the Channel Pembayaran Toko section inside Pengaturan → Identitas Usaha → Toko — that is where transferable pockets are created.
Related tutorials
- Tutorial
Recording Expenses
The opposite — money genuinely leaving the shop, not merely changing place.
- Tutorial
Settling Debts and Chasing Receivables
The payments flowing in and out through these channels.
- Tutorial
Lite Financial Reports
Where you check whether your money movements were recorded correctly.