Accounts Module

Overview

The Accounts Module helps you manage your business finances by tracking money across different accounts - cash, bank accounts, mobile money, and more.

What you can do:

Create multiple financial accounts (cash, bank, mobile money)
Record money coming in (deposits) and going out (withdrawals)
Transfer money between accounts
Track balances in real-time
Set low balance alerts
Generate account reports

Why Use Accounts?

Know exactly how much money you have
Track where money comes from and goes
Reconcile with your bank statements
Get alerts when balances are low

Accessing Accounts

From the main menu, click Accounts to open the Accounts Module.

The Dashboard

When you open Accounts, you'll see:

Total Balance

Combined balance across all your accounts

Today's In

Total money received today (deposits)

Today's Out

Total money spent today (withdrawals)

Account Count

Number of active accounts

Creating an Account

Steps to Add a New Account

Click New Account button (top right)
Fill in the account details (see form fields below)
Click Save
Account appears in your accounts list

Account Form Fields

Required Fields:

Account Name - Give it a clear name (e.g., "Main Cash", "Stanbic Bank")

Optional Fields:

Account Type - Cash, Bank, Mobile Money, Petty Cash, or Other
Bank Name - For bank accounts (e.g., "Stanbic Bank")
Account Number - Your bank account number
Opening Balance - Starting amount (only when creating)
Low Balance Alert - Get warned when balance drops below this amount
Account Code - Optional reference code
Set as Default - Make this your primary account
Description - Notes about this account

Account Types

Type	Best For	Color
Cash	Physical cash in register or safe	Green
Bank	Bank accounts (checking, savings)	Blue
Mobile Money	MTN MoMo, Airtel Money, etc.	Purple
Petty Cash	Small expenses fund	Orange
Other	Any other financial account	Gray

Recording Transactions

A transaction is any money moving in or out of an account.

Types of Transactions

Deposit (Money In)

Money coming INTO the account

Cash from sales
Bank deposit
Loan received
Investment

Withdrawal (Money Out)

Money going OUT of the account

Cash withdrawal
Bill payment
Expense payment
Bank charges

How to Record a Transaction

Method 1: Quick Action

Find the account card
Click the menu icon (three dots)
Select Deposit or Withdraw
Enter amount and description
Click Save

Method 2: Record Transaction Button

Click Record Transaction button (top right)
Select the account
Choose transaction type (Deposit/Withdraw)
Enter amount and description
Click Save

Transferring Between Accounts

Move money from one account to another (e.g., deposit cash into bank).

How to Transfer

Click Transfer button
Select From Account (source)
Select To Account (destination)
Enter transfer amount
Add description (optional)
Click Transfer

What Happens:

Source account balance decreases
Destination account balance increases
Both transactions are recorded with matching references
Easy to trace in reports

Common Transfer Examples

From	To	Reason
Main Cash	Bank Account	Deposit daily sales
Bank Account	Petty Cash	Top up petty cash
Mobile Money	Bank Account	Move MoMo to bank

Low Balance Alerts

Get notified when an account balance drops below a certain amount.

Setting Up Alerts

Edit the account (click menu → Edit)
Find Low Balance Alert field
Enter the minimum balance you want to maintain
Save the account

Alert Display:

When any account drops below its alert level, a warning banner appears at the top of the Accounts page listing all accounts with low balances.

Account Reports

Generate reports to review your account activity.

How to Generate a Report

Click Report button
Select the account (or all accounts)
Choose date range
Click Generate
View or print the report

Report Shows

Opening balance for the period
All transactions (date, description, amount)
Running balance after each transaction
Total deposits and withdrawals
Closing balance

Managing Accounts

Account Card Actions

Click the menu icon (three dots) on any account card to:

View Details - See full account info and recent transactions
Add Transaction - Record a new transaction
Deposit - Quick deposit (money in)
Withdraw - Quick withdrawal (money out)
Edit - Change account settings
Delete - Remove the account (if no transactions)

Note:

You cannot delete an account that has transactions. This protects your financial history.

Best Practices

Separate Accounts

Create different accounts for cash, bank, mobile money to track each clearly.

Daily Reconciliation

Compare your physical cash with the Cash account daily.

Set Alerts

Set low balance alerts to avoid running out of cash unexpectedly.

Default Account

Set your main cash account as default for faster transactions.

Common Questions

Can I change the opening balance?

No. Opening balance is set when creating the account and cannot be changed. If it's wrong, make an adjustment transaction to correct it.

Why can't I delete an account?

Accounts with transactions cannot be deleted to preserve your financial history. You can make the account inactive instead.

Are sales automatically recorded?

Sales from POS are separate from the Accounts module. Use Accounts to track actual cash/bank movements.

Summary

Action	How To
New Account	Click New Account → Fill form → Save
Deposit	Account menu → Deposit → Enter amount → Save
Withdraw	Account menu → Withdraw → Enter amount → Save
Transfer	Transfer button → Select accounts → Enter amount → Transfer
Report	Report button → Select options → Generate