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Finance Module — A Guide from Scratch for Cashiers and Accounting

This guide is for someone who has never used accounting software. You know how to count money; what you will learn here is which document each movement of money becomes in the program. Grasp one idea and the rest is easy: in HNR there are no money movements, only documents. Pick the right document and the balance takes care of itself.

1. What is the finance module for?

A business asks two different questions and most people confuse them: "how much did we earn?" and "how much money do we have?" They are not the same. A profitable company can go under because it cannot pay wages this month. Profit is the invoices' business; money is the finance module's business.

The module answers three questions: (1) where is my money right now? (cash box, bank, cheque portfolio) (2) when will money come in or go out? (due dates) (3) who did it come from and go to? (customer/supplier balances). This is the only place that holds all three at once.

2. The six concepts you need

2.1 Finance jargon ↔ plain language

3. What lives in which window?

Finance is not one window but four that complement each other. Most confusion comes from "where do I do this?", so learn the map first:

📷 Actual screen 🗺 What each field does

Figure 2 — Cash and Bank answer "where is the money"; Cheques and Batches answer "when".

4. Example: collecting 50,000

The customer ARDA MOBİLYA settles a 50,000 debt: 20,000 in cash and a 30,000 cheque dated 45 days out. It looks like one event, but in the program it is two documents — because one is money today and the other may become money in 45 days.

5. Step by step: your first voucher

1. Pick the right voucher type

   The first and most important choice on the form is the type. It decides the direction of the money and which box or account it hits:

   Type	When to use it	Direction
   Collection	Customer handed you cash	→ in
   Payment	You handed cash to a supplier	← out
   Incoming transfer	Money landed in your account	→ in
   Outgoing transfer	You sent money from your account	← out
   Deposited to bank	You took cash to the bank	cash → bank
   Withdrawn from bank	You drew cash from the bank	bank → cash
   Debit note	No money moves; you charge the customer (FX difference, expense)	balance only
   Credit note	No money moves; you credit the customer (discount, correction)	balance only

   💡 When do you need a note?

   A customer owing 10,000 sends 9,980 because the bank took 20 in fees. 9,980 enters the account; issue a debit note for the remaining 20 and the balance closes cleanly — nobody hunts for the missing 20.

2. Enter the account, the box and the amount

   Pick the customer in Account (type to search), choose where the money went in Cash/Bank, and type 20,000 in Amount. Add a note in Description such as "August collection" — in three months you will thank yourself.

   💡 Open invoices are listed on collections

   On a collection voucher, once you pick the account the form lists that account's open invoices: choose one and the description is filled in the standard way and the remaining amount is suggested. It is optional — you can also record a free collection without picking an invoice.

   Picking an invoice closes it: the amount you collect is deducted from that invoice's balance. Once it is fully collected the invoice closes and no longer appears in the open-invoice list — so you never ask for the same money twice. Deleting the voucher reopens the balance; changing the amount applies the difference.

3. Save — the balance changes instantly

   The moment you press [Save] the voucher is written to HNR: the cash balance goes +20,000 and ARDA MOBİLYA's debt −20,000. There is no intermediate step and no approval queue. So read the amount once more before saving.

4. Enter the cheque through a batch

   Now the 30,000 cheque. In the Cheque Batches window press [New batch]; the batch type is Customer in (CG) — "we received cheques from a customer". Add the cheque: due date, amount, bank/branch, drawer. On save the cheque is born In portfolio and the customer balance closes.

   💡 Why a batch even for one cheque?

   Because a cheque is always received from someone or given to someone. The batch is the cover that carries that "who" and the date. A loose cheque loses that link, and "who gave us this?" becomes unanswerable.

📷 Actual screen 🗺 What each field does

Figure 3 — A voucher produces "money movement + balance + statement line" at once. That is why balances are never hand-edited.

6. The life of a cheque

A cheque you receive does not just sit there; it travels. In HNR every stop on that journey is a status, and you can filter by it in the Cheques window.

📷 Actual screen 🗺 What each field does

Figure 4 — The Status filter in the Cheques window lists exactly these boxes. If you cannot find a cheque, you are looking in the wrong status.

7. Automatic value dates: the system posts for you

For card (POS) and DBS transactions the money reaches your account on the due date, at the bank's end, without you doing anything. Posting these by hand is both pointless and error-prone. So HNR checks every hour and automatically posts matured V (card) and D (DBS) records as collections or payments.

8. Four common mistakes

9. Daily routine by role

10. Frequently asked questions

11. Glossary

12. Printing a voucher: the paper you can hand over

You saved the voucher, the money is in the box, the balance is correct — but the person in front of you still wants "a piece of paper". HNR does this without a second program, a template editor or a Word file: every saved voucher has a small 🖨 button next to it. One click opens the browser's print dialog with a voucher that carries your company header, the amount in words and ready signature boxes.

Where is the 🖨 button?

Open the Voucher Entry window. Under the form there is a "Son Makbuzlar" (Latest vouchers) list — the vouchers written today and in recent days. On the right of each row, right after the amount, sits 🖨. The button is read-only: it changes nothing, deletes nothing, rewrites nothing — it only produces the paper version. That is why it works even on vouchers you cannot edit because they are tied to a cheque or an invoice (the "Bağlı / linked" badge).

This layout comes from the voucher form in the Print Designer (Settings › Print Forms — tahsilat, kasamakbuz, bankamakbuz): line positions, font sizes and labels are changed there. If no form has been designed, the built-in one is printed. "Download as PDF" in the document menu uses the same form — 🖨 and the PDF cannot drift apart.

What is "the amount in words", and why does it matter?

Adding a digit in front of a figure is easy; changing an amount written out in words is not. That is why vouchers, cheques and notes carry the amount twice. HNR writes the second one for you: type 12,500.00 and the paper says "on iki bin beş yüz TL, sıfır kuruş" (twelve thousand five hundred lira, zero kuruş). With cents it behaves the same: 1,250.75 → "bin iki yüz elli TL, yetmiş beş kuruş".

13. Batch voucher entry: thirty collections, one screen

Monday morning the collector empties his bag: cash from 28 customers. Writing them one by one means picking the same box, the same type and the same date 28 times. Batch entry removes exactly that repetition: you choose the box/bank, the type and the date once in the form above, and the grid below only asks for account + amount + note.

1. Set up the form above first

   Pick the kind (Cash / Bank / Account-note), the type (e.g. Collection), the box or bank account and the date. You may also set a value date — all of these are applied to every row of the grid. That is why the grid never asks for them again.

2. Press the "Toplu giriş" (Batch entry) button

   The button sits next to the direction badge. When it is on, its label becomes "Toplu giriş: AÇIK" (batch entry: ON), the single-voucher fields disappear and a grid of three empty rows takes their place. + Satır ekle adds rows; × removes one. At the same time the Save button below is disabled — writing is now the job of Hepsini Yaz.

3. Fill the rows

   Each row has three fields: the account picker (start typing, the list filters), the amount and an optional note (250 characters max). The amount accepts Turkish typing — "12.500,00", "12500.00" and "12500" all work. The footer shows how many rows are filled and their total live: "3 satır · 41.250,00 ₺". Rows with no account, or with a zero/empty amount, simply do not count — you need not delete them, they are skipped silently.

4. "Hepsini Yaz" (Write all) and the result per row

   The button shows how many rows will be written: "Hepsini Yaz (3)". When you press it the rows are written one after another — not all at once — and each row shows its own result in place. When it finishes the list refreshes; the new vouchers appear in "Son Makbuzlar" below and can be printed from there with 🖨.

   What the row shows	Meaning	What to do
   ✓ Makbuz #1482	Written. That is its voucher number.	Nothing. The row locks and will not be written again.
   ✓ Makbuz #1483 (uyarı)	The voucher was written but a side task (e.g. the value date) did not stick.	Hover the text to read the warning; the voucher itself is valid.
   ✗ …	Not written; the red text tells you why (e.g. account not found).	Fix the row and press Hepsini Yaz again — only pending and failed rows are retried.
   yazılıyor… (writing)	This row's turn has come.	Wait; do not close the window.

14. The value-date field and the "as of today" balance

Section 7 explained what a value date is: the day the money is actually usable. Now you can write it on the voucher itself. Right next to the date on the voucher form there is a "Valör (opsiyonel)" — value date (optional) field. Leaving it empty breaks nothing.

Three rules

The second balance on the Bank and Cash screens

On the total strip at the top of the Bank and Cash windows a second line appears on some days: "bugün itibarıyla …" (as of today …). It recomputes the same total while leaving out vouchers whose date or value date is still in the future. The first figure answers "what our books say is in this account"; the second answers "what I can actually spend today".

15. Collecting an FX cheque: no rate, no collection

A customer hands you a cheque for 1,000 USD. It sits in your portfolio in dollars, but when you collect it the money entering the box or the bank is in Turkish lira. The single number that joins those two worlds is the rate on the day of collection — and HNR will not collect without asking you for it.

1. Pick the cheque in the Cheques window and press "Tahsil Et"

   The dialog is titled "Çeki Tahsil Et" (Collect the cheque). (For your own paper the title becomes "Firma Evrakını Öde" and money goes out; the flow is identical.) In the summary box the currency code sits next to the amount in amber: 1,000.00 USD. If you see that, a rate will be asked.

2. Fill in the "TL Kuru" (TRY rate) field

   The label carries the currency too: TL Kuru (USD) *. The star means required. You may type it with a Turkish comma: 41,25. As soon as you do, the arithmetic appears below:

   🧮 The line you see on screen

   Makbuz TL karşılığıyla yazılır: 1.000,00 USD × 41,25 = 41.250,00 TL

   While the rate is empty this line is replaced by a warning and the Tahsil Et button stays disabled. Should a request slip through without a rate, the server refuses it too.

3. Pick the target account — only TRY accounts are listed

   If the cheque is in your hands (or bounced) you choose Bankaya / Kasaya (to bank / to cash) and the account. If it was already sent to a bank for clearing, or it is card/DBS paper, the target is not asked — the system knows the account the paper belongs to. FX accounts are deliberately absent from the list: an FX cheque lands on a TRY account at its TRY equivalent.

4. Confirm twice

   The first click turns the button red and it reads "Onayla — Tahsil Et" (Confirm — collect), with a warning above: the collection goes into LIVE accounting and moves money. The second click does it. Changing the rate or the account cancels the arming by itself — you cannot land the second click on a stale number.

17. Bank Card — account statement and access details

Purpose and opening path: click an account row in Bank › Banks (Enter/Space also works). The Bank Card has two tabs: Statement shows live accounting movements read-only; Details keeps online-banking, card and authorised-user notes. A worker who can see the Bank module can open the card; because it contains passwords and card data, only assigned finance staff should fill the Details tab under company policy.

18. Cheque / Card Entry — one cheque, note or card collection

Who and where: a collections/accounting worker with cheque-entry permission uses Cheques › + New Cheque/Card. The same form opens with the account preselected from Account Card/Account Extra › Statement › Cheque/Card Entry, or by searching “Cheque / Card Entry” in Ctrl+K. Prerequisite: the account card must exist; a credit-card entry needs an eligible POS/card account.

16. Printing a cheque slip

A slip is the list of cheques you took from one account (or handed to one bank) at the same time. When you need a paper saying "I received/handed over these cheques": open Çek Bordroları (Cheque slips), select the slip on the left and press 🖨 Yazdır above the detail on the right.

The paper carries: your company header; "ÇEK BORDROSU — <operation>"; the slip number and date; the account title and the note; then a numbered table — cheque no · bank · drawer · due date · amount. At the foot: how many cheques, the average due date and the total; below the total the amount in words; at the very bottom the issuing user and signature areas. This layout comes from the cekbodro form in the Print Designer (Settings › Print Forms); if no form has been designed, the built-in one is printed. "Download as PDF" uses the same form — paper and PDF cannot drift apart.

19. Bank › Settings › "Negative balance / floor notification"

When a bank account goes negative or drops below the floor you set, the person responsible for that account should learn about it — not everyone who sees the "negative balance" badge on the dock. The third section of the Bank window's ⚙ Settings dialog sets this up. It is OFF by default; no message is produced until a manager ticks "active" and saves.

1. In the Bank window open ⚙ Settings › the "Negative balance / floor notification" section (only a manager can edit).
2. On each account row optionally enter a floor (₺) and recipients. A recipient can take three forms: a role template name (finans, muhasebe…), the bolum: prefix followed by the department on the user card, or a plain user name. Separate with commas.
3. If an account has no rule, the default recipients are used. A name that cannot be resolved is listed as "unresolved" in the Save response — it is not swallowed silently.
4. Tick "active", then Save. If you do not want to wait, the Scan now button runs one round immediately and shows how many warnings, sends and skips there were.

Rules: a balance below zero produces an urgent message, one between zero and the floor an important one. For the same account and recipient no second message is written on the same day. Inactive accounts are skipped. Credit-card accounts naturally run negative, so they are skipped unless a floor is written explicitly. The scan runs by itself 90 seconds after start-up and every hour; when a voucher or cheque collection is written the affected account is checked immediately. Messages arrive as internal HNROS messages (sender "system").

The dock badge became personal too: when rules exist, the "negative balance accounts" count on the Bank badge counts only accounts in your area of responsibility; with no rules at all the old behaviour (all accounts) continues.

20. Cheques › the "Due-date risk" strip — the next 30/60/90 days

In the Cheques window the Due-date risk strip above the list is a single line when collapsed: total to collect / to pay within the window, net, number of accounts with a bounced-cheque history and number of overdue cheques. Expanded, it shows the 30 / 60 / 90 day selector, number boxes, due-date bands (0–7, 8–15, 16–30, 31–60, 61–90, 91+), a day-by-day calendar and the account concentration table. The set: cheques in hand or in bank clearing, due between today and today+N; foreign-currency cheques are converted to TL at the rate entered at receipt.

Permission: the Cheques module. The strip is cached for 60 seconds; press ↻ (fresh) to see a cheque you just entered. The day count is 1–365; outside that, 422. The "region" filter works on the city field of the account card.

21. The "Collection: X%" notice in voucher entry

When you save a voucher tied to an invoice, the success notice now carries a line like "Collection: 15.2% (50 / 330)": invoice amount, collected so far and the percentage. If the invoice is fully settled it says so. If the invoice amount is zero or negative the line is omitted rather than showing a fake 100%. The information lives only in the notice and the API response; it is not written to the voucher.

22. End-of-day reconciliation: the derived balance (writes nothing)

For the question "is the card balance in the till right?" there is a second calculation: the derived balance = the total effect of cash and bank vouchers (cancellations excluded) written up to a given date. The response gives the card balance, the derived balance, their difference and a "reconciled?" verdict; when there is a difference an explanation line guesses the cause (e.g. an opening balance outside the movements). This endpoint writes nothing; the correction decision is yours. For now it is API-only (GET /api/kasa/<account>/turetilmis-bakiye?tarih=YYYY-MM-DD, same path for bank); an "End-of-day reconciliation" card in the Bank/Cash window comes in a later round. A date that does not exist (30 February) returns 422, an unknown account 404.

23. Accounting: the journal of these movements

The journal entries of receipts, transfers, cash↔bank transfers and cheque/note slips are generated automatically in the Accounting window (Finance / Bank group); cash (100), bank (102), cheques received/issued (101/103) and party accounts reach the trial balance, balance sheet and cash flow from there. Details: Accounting guide.