Cash book

The Prima Nota (Cash Book) is the chronological register of all the money coming in and going out: the most recent movement is at the top. It has no totals, balances or filters by period or type: it shows the list. To narrow it down you use the search, to add things up you export.

Contents

1. Where the rows come from
2. The columns
   1. Modalità Transazione and Metodo Pagamento
   2. The Stato column
3. What each amount means
4. Searching and sorting
5. The order record
6. Declaring sales to the Italian Revenue Agency
7. Procedures
8. Common problems
9. Related entries

Where the rows come from#

Each row is of one of four types, all mixed together and sorted by date.

Whoever works in a location sees the sales, orders and prints of that location; the Titolare (owner) who has not chosen any location sees all of them together. Credit top-ups and domain purchases, instead, belong to the whole business and appear in every location.

The columns#

The tooltip text appears when you click the i next to the column name.

Modalità Transazione and Metodo Pagamento#

The Stato column#

For orders the program currently offers no way of confirming them from the Prima Nota: they stay «Da confermare».

A click on the Contestato or Contestazione persa badge opens the Dettaglio Contestazione (Dispute Detail): the amount, the reason stated by the client, the outcome (Vinta (Won), Persa (Lost) or Chiusa (nessun addebito) (Closed (no charge))) and the history of events. It closes with the X. If it does not load, «Impossibile caricare i dettagli della contestazione.» (Unable to load the dispute details.) appears.

What each amount means#

• Income: the total actually collected for the sale, already net of discounts, promotions and loyalty points and including VAT.
• Orders to a supplier: the order total with VAT included, the sum over each line of quantity × unit price × (1 + VAT rate), rounded to the cent.
• Prints and top-ups: the total paid, VAT included.

The page does not add anything up: for totals you export the register.

Searching and sorting#

Search. The program runs it on the whole register, not only on the rows already loaded. It starts about a third of a second after you stop typing; a single character that is not a digit is not searched for and beyond 100 characters the search is refused. If it is too slow, «La ricerca è troppo lenta: restringila e riprova.» (The search is too slow: narrow it down and try again.) appears.

It searches, ignoring upper and lower case, in Ordinante, Beneficiario, Descrizione and Importo:

• for sales it finds the client (first name, surname or «consumatore finale») and the amount; typing «Vendita» or «La tua Azienda» matches all the sales;
• for orders it finds the supplier, the contact paid, the order number and the amount;
• for prints the format, the size, the supplier and the amount;
• for top-ups the package, the supplier and the amount.

The amount is searched as a plain number: to find 45.00 euros you type «45». To find an order you type only the number («12»), not «Ordine 12». The search does not look at dates, payment methods or status.

Sorting. You sort with a click on the header of Data or Importo; the other columns cannot be sorted.

Export. In the file the Tipo column comes out as «Entrata» or «Uscita», Ric. Cortesia and Invio AGdE as «Sì» or «No», the date as a real date and the amount with its sign (expenses are negative). The Stato column exports the payment's internal code, not the labels «Dichiarata» or «Da dichiarare».

The order record#

A click on the Ordine N link in the Descrizione column opens, over the page, the read-only order record. It closes with the X at the top right or with a click outside the record.

From the top it contains:

1. Header: «ID ORDINE: #N» (ORDER ID: #N), the creation date and two labels, the order status (Pendente (Pending), Inviato (Sent), Parziale (Partial), Ricevuto (Received), Pagato (Paid), Annullato (Cancelled)…) and the payment status (In attesa (Waiting), Pagato, Scaduto). If an invoice is linked to the order, the Apri Fattura Allegata (Open Attached Invoice) button appears.
2. Fornitore (Supplier): the company name and the contact paid in that order, with the phone as a link that starts the call.
3. Destinazione (Destination) (the location) and Operatore Richiedente (Requesting Operator).
4. Three boxes: payment Condizioni (Terms), Tracciabilità (Tracking) (shipping method and any expected delivery) and Note Operative (Operating Notes).
5. Prodotti Ordinati (Products Ordered): product, destination (Uso Cabina (Treatment room use), Rivendita Banco (Counter resale) or both), quantity, unit price and total. A cancelled line is struck through and carries the text «ANNULLATO» (CANCELLED).
6. At the bottom Imponibile (Taxable amount), IVA (VAT) and TOTALE ORDINE (ORDER TOTAL).

While the data arrives a spinning circle appears; if the order does not load, «Impossibile caricare la scheda ordine.» (Unable to load the order record.) appears. Nothing can be edited from the record.

Declaring sales to the Italian Revenue Agency#

Only sales are declared: the program sends the sale to the Italian Revenue Agency and notes who declared it and when. Orders, prints and top-ups are not declared. Many sales already show as «Dichiarata» without anything being done, because the program transmits them when the payment is taken if the electronic receipt is active (see Payments and POS): in that case «Confermato il» and «Confermato da» stay «-».

Procedure

1. Select one or more rows with one click each.
2. Press Dichiara Selezionati (Declare Selected) (green): it appears only if among the chosen rows there is at least one sale still to be declared.
3. The window «Dichiara all'Agenzia delle Entrate» (Declare to the Revenue Agency) opens, with two read-only fields, Membro (Autore) (Member (Author)) and Data e Ora Dichiarazione (Declaration Date and Time), and the note «Una vendita risulta dichiarata solo se l'Agenzia delle Entrate accetta davvero il documento.» (A sale is shown as declared only if the Revenue Agency really accepts the document.)
4. Press Dichiara (Declare) (during the operation «Dichiarazione in corso...» (Declaration in progress...)). Annulla (Cancel) closes without declaring.
5. The program sends one sale at a time. At the end «Vendita dichiarata all'Agenzia delle Entrate» (Sale declared to the Revenue Agency) or «N vendite dichiarate all'Agenzia delle Entrate» appears.

If some fail, «Dichiarazione non riuscita per: …» (Declaration failed for: …) appears with the reason; if none of the rows can be declared, «Nessuna vendita da dichiarare tra quelle selezionate.» (No sale to declare among those selected.); if the error is general, «Errore durante la dichiarazione: nessuna vendita è stata dichiarata» (Error during the declaration: no sale was declared).

Rules

• A sale is shown as declared only if the Agency accepts the document. If the Agency rejects it, if the electronic receipt is not active or if you try between 23:55 and midnight (in that window the Agency does not accept submissions), you read the reason and the sale stays to be declared.
• A sale that has already been declared is not declared again and cannot be cancelled: rows already declared are skipped.
• Only Titolare and Responsabile (manager) can declare.

Procedures#

Checking the day's movements and declaring the sales

1. Open Contabilità: the Prima Nota opens, with today's rows at the top.
2. Check amounts and methods; for an order click «Ordine N» and check the detail.
3. Select the sales still «Da dichiarare» and press Dichiara Selezionati.
4. Check author and date and press Dichiara.

Finding all the payments to a supplier

1. Ricerca (Search) and type the supplier's name (it searches in Beneficiario).
2. Invio (Enter) closes the field keeping the filter; to remove it, reopen Ricerca and press the X.

Taking the Prima Nota into Excel

1. With no rows selected, or selecting only those you need, Esporta ▸ Excel (or CSV).
2. In the file the Importo has its sign: expenses are negative.

Common problems#

Related entries#

• Accounting
• Payment schedule
• Order history
• Payments and POS