Post-Dated Cheques

A post-dated cheque is a promise, not money. Somebody who owes you ₱20,000 hands you a cheque dated three weeks out. Kassly's Cheque Register is where that piece of paper lives until the bank says yes or no.

Needs accounts receivable, the same feature that unlocks Receivables — from the Cash Drawer & Expenses add-on (₱300 per branch each month), B2B Sales Orders (₱300), Consignment (₱300), or any bundle including one of them. Owners and managers only.

The register is on the web dashboard only. There is no cheque screen in the app. If you take cheques at the counter, somebody records them from a browser afterwards.

The one rule that matters

A cheque only moves the customer's balance when you mark it cleared.

Receiving it does nothing to the balance. Depositing it does nothing to the balance. That is not an oversight — it is the point. Until the funds land you are holding paper, and treating paper as payment is how a store ends up thinking it has been paid twice.

That is also why the customer ledger keeps a separate Cheques on hand panel labelled "Not yet cleared — excluded from the balance above."

Recording a cheque

Sales → Cheques, then Receive Cheque:

Field	Required	Notes
Customer	Yes	The dialog then shows their outstanding balance
Cheque Number	Yes	e.g. 0012345
Amount	Yes	The face value
Bank	No	e.g. BDO
Drawer Name	No	The name on the cheque
Cheque Date	Yes	The date written on it — when it can be banked
Received Date	Yes	Defaults to today
Notes	No

Pick the customer and the dialog does the arithmetic for you: Outstanding balance, minus Cheques on hand (pending), equals Net to collect. Two warnings can appear, and both are advisory — neither stops you saving:

• If the amount is more than what is left to collect: "Cheques already on hand cover ₱12,000.00 — only ₱8,000.00 is left to collect, so this would over-collect." Or, with no other cheques on hand, "Amount exceeds the outstanding balance — the cheque can only clear up to what the customer owes at clearing time."
• If the customer owes nothing at all: "No outstanding receivable — a cheque recorded here will overpay this customer's account when it clears."

You will also get a warning if the same number from the same bank is already on record: "A cheque with number 0012345 from BDO is already on record." That is deliberately a warning and not a block, because re-presenting a bounced cheque legitimately reuses the number.

The lifecycle

Status	Means
Received	On hand. Not banked
Deposited	At the bank, waiting
Cleared	Funds received. The only status that reduces the balance owed
Bounced	The bank refused it
Re-presented	Superseded by a replacement cheque
Written Off	Closed as uncollectible
Voided	Recorded in error

And these are the moves Kassly allows. Anything else is refused:

From	You can go to
Received	Deposited, Voided
Deposited	Cleared, Bounced, Voided
Cleared	Bounced — a bank clawback, and nothing else
Bounced	Re-presented, Written Off
Re-presented, Written Off, Voided	Nowhere. These are final

You cannot skip the deposit step and clear a cheque straight from Received. You cannot void a cheque that already cleared — the move for that is Bounce.

Depositing

Deposit Cheque takes a Deposited Date and an optional Bank Deposit Account ("Optional — which account it was banked into", e.g. BDO 0012-3456-78).

Banking a cheque before its date is allowed, and Kassly tells you afterwards: "This cheque was deposited before its post-date." It is a note for your records, not a refusal — sometimes that is exactly what the drawer agreed to.

The register's quick filters are built for this job: Due today, Due this week, Overdue to deposit. The last one is the important one — cheques whose date has passed and which are still sitting in your drawer.

Clearing

Clear Cheque asks only for a Cleared Date, and warns you what it is about to do: "Clearing records a payment and reduces the customer's outstanding balance by ₱20,000.00." The button says Mark Cleared.

Clearing records a payment against the customer and applies it to their oldest unpaid charges first, exactly like an over-the-counter collection.

Two things it deliberately does not do:

• It does not touch the cash drawer. Clearing is a bank event. No shift is involved, and the X and Z readings are unaffected. Do not expect a cleared cheque to show up in a drawer count.
• It cannot clear for more than the customer owes. "Cheque amount exceeds outstanding balance." If the balance was settled some other way in the meantime, sort the balance out first.

Bouncing

Bounce Cheque asks for a Reason and an optional Bank Penalty Fee.

Reason
Insufficient funds (NSF)
Account closed
Signature mismatch
Stop payment
Stale / expired
Other

What happens next depends on where the cheque was:

• Bounced from Deposited — nothing to reverse. The cheque never reduced the balance, so only its status changes.
• Bounced from Cleared (a bank clawback) — the balance is re-opened by the full face value as a new charge, and the original payment record is left untouched rather than edited. The clawback is its own event in the ledger, so the history reads honestly.

A Bank Penalty Fee, if you enter one, is added as a separate charge on the customer's account — you are passing the bank's charge on to them.

Either way the customer's bounced-cheque count goes up by one, and a red badge appears on their ledger. It is a warning to you. It never blocks a sale.

Re-presenting

When a customer replaces a bounced cheque, use Re-present Cheque rather than recording a fresh one. It asks for:

Field	Required
New Cheque Date	Yes
Received Date	Yes
New Cheque Number	No — defaults to the old number
Bank	No — defaults to the old bank

The old cheque becomes Re-presented and a brand-new cheque is created, starting at Received and carrying the same amount, drawer and bank. The two are linked, so you can follow one attempt to the next. Like any receive, the new cheque does not move the balance.

Writing off and voiding

Write off closes a bounced cheque you have given up on. It is honest about its scope: it closes the cheque.

Writing off a cheque does not clear the receivable. The customer still owes the money on their ledger. Kassly has no bad-debt write-off for a balance — see Receivables.

Void is for a cheque captured in error — wrong customer, wrong amount, typed twice. It only works from Received or Deposited, and since neither of those moved the balance, nothing needs unwinding.

Both ask for an optional Note ("Optional reason for the record.").

Reading the register

Tabs across the top: On hand, Deposited, Cleared, Bounced. Four figures above them:

Card	What it counts
On Hand	Face value of everything not yet cleared
Due This Week	Cheques maturing in the next seven days
Overdue to Deposit	Dated in the past and still not banked
Deposited (Pending)	At the bank, waiting for an answer

The table shows Customer, Cheque #, Bank, Amount, Cheque Date and Status, and marks a cheque Matured once its date has passed. Search by cheque number or customer.

Every status change is recorded permanently against the cheque, with who did it and when, so a single cheque's whole history — received, deposited, bounced, re-presented — reads back as a timeline.

Deposit reminders

Once a day, at 08:00 Manila time, Kassly notifies the owner and the cheque's branch managers about cheques still sitting on hand:

Notification	When
Cheque due to deposit — "Cheque 0012345 (₱20,000.00) is due Oct 3, 2026. Prepare to deposit it."	The cheque date is today or within the next two days
Cheque overdue to deposit — "Cheque 0012345 (₱20,000.00) was dated Oct 3, 2026 and is still not deposited. Bank it to collect."	The date has passed and it is still not banked

Only cheques still at Received are chased, and each cheque is reminded at most once a day, so re-running the job never double-notifies you. Once you mark it Deposited the reminders stop.

What Kassly does not do here

• Cheque is not a tender at checkout. You cannot pick it when ringing up a sale. A cheque is recorded here, against a balance the customer already owes. See Payments.
• No bank integration. Kassly does not know whether a cheque cleared. You mark it after your own bank tells you.
• No cheque printing and no cheques you issue to suppliers — this register is only for cheques you receive.
• No partial clearing. A cheque clears for its face value or it does not clear.
• No deposit slips or batch deposits. Cheques are deposited one at a time, and the bank account is a free-text note.