Keeping the cash book: cash and bank, daily closing and cash count
How to keep the cash box and the bank account with running numbers, close days with a cash count and give the auditors a PDF.
FinancesBasic (free)Checked on 09.11.2026
Keeping the cash book and the DATEV export
Keep the cash book for the cash box and the bank account: opening balance, entries, reversal, daily closing with cash count and a PDF for the cash audit. Plus the DATEV posting batch for your tax adviser (Premium).
Show transcript
- In this video you keep your club’s cash book and pass the figures on to your tax adviser. You find it in Club life under Money and funding.
- At the top choose the cash box or the bank account. For each one you first set the opening balance. It cannot be changed later.
- With “Record entry” you enter the date, amount and text, and if you like a receipt number. Every entry gets a running number without gaps.
- You record an expense the same way, the receipt number later goes into the DATEV export. Here I deliberately type a wrong amount.
- Nothing is ever deleted. With “Reverse” the entry stays visible with its number but no longer counts. This works as long as the day is not closed.
- At the end of the day you close it. Count the cash, enter the counted amount, and CLUP.life shows the difference to the target from the entries.
- For the cash audit there is a PDF with all entries, the daily closings and lines for the signatures. You get the same figures as a CSV file.
- Now the DATEV export, a Premium feature. It is under Non-profit status, on the Annual statement tab, in the DATEV posting batch block.
- Your tax adviser knows the account numbers. Save them the category table to fill in. These are made-up example values, CLUP.life suggests no accounts.
- “Create DATEV file” saves the batch. Have your adviser test it in a test client first. CLUP.life gives no tax advice and sends nothing to DATEV.
Prerequisites
- You have “Manage finances” (to write) or “View finances” (auditors).
- The cash book is free. The DATEV export (with receipt number and cost center) is a premium feature.
Who may do this?
Reading and exporting (cash book, CSV, PDF): “View finances” or “Manage finances”, directly in the club. Writing (opening balance, entry, reversal, daily closing): only “Manage finances”. Everyone else does not see the page.
Step by step
Set the opening balance
Open “Club life”, switch to “Leadership” and choose “Cash book” in “Money and funding”. Choose “Cash box” or “Bank account” at the top and set the opening balance and the start. The bank account may start negative. The opening balance cannot be changed later.
Record entries
Choose “Record entry”, enter date, amount, text and area and, if needed, receipt number and cost center. Every entry gets a running number without gaps. The entry is also part of the non-profit ledger; there is no second set of books.
Close the day (cash count)
Choose “Close day”, enter the counted balance and add a note. CLUP.life calculates the expected balance from the entries and shows the difference. Afterwards the cash account accepts no entry and no reversal for this and earlier days.
Correct mistakes
Before a day is closed you can reverse an entry; it stays visible with its number and no longer counts. After closing, correct with a counter-entry on a later day. There is no deletion.
Export for the audit
Choose “PDF for the cash audit” or “CSV”. The PDF contains all entries with number and balance, the daily closings with differences and lines for signatures. The notes at the top show gaps, negative cash balances, cash differences and entries without receipt.
You can find the feature here: /organisation/<verein>/vereinsleben/kassenbuch
Common errors and solutions
- “The cash account is already closed for this day.”
- A closed day accepts no more entries. Book the correction with a date after the last closing.
- “First set the opening balance of this cash account in the cash book.”
- Every cash account needs an opening balance once before you can book.
- A transfer to a reserve cannot be recorded in the cash book.
- A transfer to a reserve is not a cash outflow. Record it in the annual statement under “Reserves”.
Good to know
- The cash book is a working aid. It replaces neither tax advice nor audited accounting software; no certification (for example “GoBD certified”) is claimed.
- Amounts, texts, receipt numbers and notes are stored encrypted. The log names changes but no texts or receipt numbers.
- There is one cash box and one bank account per club. A receipt file cannot yet be chosen in the form; you enter the receipt number.
- How to create a DATEV posting batch from the cash book and the ledger is described in the article “Exporting a DATEV posting batch (Premium)”.