New feature · 4 min read
Profit and loss, cash flow and closing the books in Kedaify Business
Sales are in the POS, expenses in the Expenses tab, drawer cash in End of day. The month-end questions are always the same: how much did I really make, where is the money, and which numbers go to the accountant. In Kedaify Business the answers now live in the Money menu, built automatically from records you already keep. No debits and credits to fill in. All examples below use the Katong Kopi demo store, with made-up October figures.
1. Profit and loss every month, per branch or all together
Net sales, cost of goods sold, costs by category, all the way to net profit, with last month's comparison and each branch's profit. Tax collected from buyers and stock purchases are shown separately underneath, so they don't mix into your profit.
- Sales count when an order is marked Done, the same as in the Summary.
- Stock purchases are not counted as a cost: their cost goes into cost of goods sold when the item sells, so nothing is counted twice.
- Cash differences from End of day and stock count differences are recorded as costs.
- If some products have no cost entered, the report says how much they sold, with a button to fill them in.
How to use it: Open the menu from the store logo → Money → Profit & loss.
2. Cash flow: money in, money out, and where it is
Money in is split by payment method and the account it lands in: cash into the drawer, QR and card payments into the bank account, e-wallet into the e-wallet balance. Money out is split by type of cost. Below that, each account's balance and each branch's drawer at month end.
- Enter each account's opening balance once. After that the balance is worked out from your store records.
- Cash taken from the drawer at End of day and deposits to the bank are recorded as transfers between accounts, not money out.
- Add your own accounts, such as a second bank account, then choose which payment methods go into it.
- Expenses paid from your own pocket still count as costs, but don't reduce the store's balance.
How to use it: Money → Cash flow → Accounts & opening balances.
3. Close the books each month
Once the month is over, the owner can close that month's books. The figures are locked, so a report already sent to your accountant or used for a loan can't change quietly.
- Expenses and money transfers dated in a closed month can't be added, edited or deleted.
- Voids or late payments are recorded in the next month as a correction, with the original month's name.
- Books close in order. The owner can reopen the last closed month, and the note made when closing is kept.
How to use it: Profit & loss → pick the month → Close the books.
4. Repeating expenses, and which account paid
Rent and salaries only need to be recorded once with Repeat every month. Next month the entry shows up as a draft on the same date, ready to record or skip. Each expense also records where it was paid from, so the account balance stays right.
- A draft isn't recorded until you approve it, so in a month with no rent you just skip it.
- Stop repeating at any time from the entry. Entries already made stay.
- Pay from: the drawer, bank account, e-wallet, an account you added, or your own money.
How to use it: Expenses → + Record expense → Repeat every month.
Questions about this release
Is this an official financial statement?
No. It is a simple report from your store's records, enough to see your profit, money flow and balances each month. For official statements or tax matters, check with your accountant or tax adviser.
Do I need to enter debits and credits?
No. The books are built automatically from the sales, payments, expenses, End of day records and transfers you already keep.
Can I see it per branch?
Yes. Pick a branch at the top of the dashboard, or All branches. Profit and loss also shows each branch's profit. Expenses recorded while viewing All branches go to the main branch.
How are WhatsApp orders that were never marked Paid counted?
They count as paid when marked Done, and go into the account you picked for WhatsApp orders (the bank account at first). If these are usually paid in cash, change it in Cash flow → Accounts & opening balances.
Can a manager see it?
A manager can read Profit & loss and Cash flow for their branch and record transfers. Closing the books, the account list and opening balances are for the owner only.
What do Pro stores get?
Expenses and net profit in the Summary stay in Pro. Profit & loss, cash flow and account balances, closing the books and repeating expenses are in Business.
