Help / Purchases and banking

Manage cash and bank accounts

Add the places your money sits, see their balances and move money between them.

Cash and bank accounts are where payments come from and go to. Every account you add also gets its own account in your Chart of Accounts, so its balance always matches your books. Open Accounts > Banking > Cash & Bank Accounts or go to Cash & Bank Accounts.

What the page shows

A Total Balance card adds up all the accounts listed. The Accounts table shows each account's Name, Type (Bank or Cash), Bank, Current Balance and a Default badge. The balance is calculated from the posted entries in the books, not typed in.

If a branch is picked in the sidebar, the list shows the accounts for that branch plus shared ones, and a note says so. See Switch company and branch.

Add an account

1. Click Add Account.
2. Enter the Account Name, for example "HDFC Current Account" or "Till Cash".
3. Choose the Type: Bank or Cash. For Bank you can also enter the Bank Name and Account No.
4. Enter an Opening Balance if the account already holds money. Leave it at 0 otherwise.
5. Click Save Account.

The first account you add becomes the Default. It is pre-selected on payment forms. A positive opening balance is booked as an entry against Opening Balance Equity, dated the day you save. Cash accounts are numbered from 1400 and bank accounts from 1500 in the Chart of Accounts.

Transfer between accounts

1. Click Transfer.
2. Choose From and To. They must be two different accounts ("Choose two different accounts.").
3. Enter the Amount (above zero) and optional Notes.
4. Click Save Transfer.

The transfer is booked immediately, dated today, as one balanced entry: it debits the destination and credits the source. No other account is involved.

Good to know

• You cannot delete an account or change its type here.
• To limit an account to one branch, open Branches, click Manage on the branch and use the Cash & Bank Accounts list under Assignments to Assign or Unassign it. An account that belongs to a branch cannot be used for another branch's payments; accounts with no branch are shared.
• Payments, POS sales and expenses all ask you to choose one of these accounts.
• Record money you receive or pay out against documents in Payments, and other spending in Expenses and other income.
• To check an account against the bank's statement, use Bank reconciliation.
• You need access to the Banking module. Add needs create access and Transfer needs edit access.