---
title: "Cash Access"
description: "How to manage daily cash-in, cash-out, and petty cash in NICE HMS — track cash movements separate from patient billing."
date: 2026-07-19
lastModified: 2026-07-19
category: "billing"
author: "Dr. Umesh Bilagi"
beta: true
---

## Overview

Cash Access manages non-patient cash movements — daily expenses, petty cash, office supplies, and any cash that isn't part of a patient bill or advance. It provides a simple cash-in/cash-out register separate from patient billing.

## Recording Cash-In (Receipt)

1. Go to **Billing > Cash Access**.
2. Click **Cash In**.
3. Enter:

| Field | Description |
|-------|------------|
| **Date** | Date of receipt |
| **Amount** | Amount received |
| **From** | Source of cash (person, department, purpose) |
| **Account** | Which account to credit |
| **Notes** | Description of the receipt |

4. Click **Submit**.

## Recording Cash-Out (Payment)

1. Go to **Billing > Cash Access**.
2. Click **Cash Out**.
3. Enter:

| Field | Description |
|-------|------------|
| **Date** | Date of payment |
| **Amount** | Amount paid |
| **To** | Recipient or purpose |
| **Account** | Which account to debit |
| **Notes** | Description of the expense |

4. Click **Submit**.

## Common Use Cases

- Office supplies purchase
- Staff tea/coffee expenses
- Minor repairs and maintenance
- Travel reimbursement
- Petty cash replenishment
- Any small, non-patient cash transaction

## Cash Access vs Other Transactions

| Module | Use For |
|--------|---------|
| **Cash Access** | Non-patient cash in/out (office expenses, petty cash) |
| **Bill Transaction** | Patient service billing |
| **Advance Transaction** | Patient advance deposits |
| **Contra Transaction** | Account-to-account transfers |

## Daily Cash Reconciliation

At the end of each day:
1. Go to **Reports > Cash Access Report**.
2. View all cash-in and cash-out for the day.
3. Reconcile with physical cash on hand.
4. Report any discrepancies.

## FAQ

**Q: Can cash access entries be edited later?**
A: Yes, if not part of a closed/reconciled period. Contact support if editing a reconciled entry.

**Q: Is cash access linked to the main accounts?**
A: Yes. Cash access transactions update the linked cash account balance and appear in the general ledger.