Payment Accounts

A payment account is the place that holds the money of a payment, for example the cash desk, the safe or a bank account. Every payment is recorded in one account, and the Cash Book shows the balance of each account. Use Edit → Payments → Payment Accounts… to add, edit and delete the accounts, and Edit → Payments → Payment Account Rules… to choose the account of a payment automatically.

Open the Payment Accounts window

Go to Edit → Payments → Payment Accounts…. The Payment Accounts window opens. The program starts with one account, Default payment account, and records every payment there until you add more accounts and rules.

Payment Accounts window with Filter, the Code and Name columns, four payment accounts including Default payment account and Bank account, and the Groups, New, Edit, Delete and Close buttons

Control	What it does
Filter	Shows only the accounts whose code or name contains the typed text.
Clear	Clears Filter.
Groups	Shows or hides the groups panel. See Groups.
New	Opens the New Payment Account window.
Edit	Opens the selected account in the Edit Payment Account window. A double-click does the same.
Delete	Deletes the selected accounts. See Delete a payment account.
Close	Closes the window.

Add or edit a payment account

Click New, or select an account and click Edit.
Enter Name:. A new account already has the next free code in Code:.
To put the account in a group, open the Groups tab and select the group.
Click Save. Cancel closes the window and nothing changes.

Edit Payment Account window for Bank account with the General information and Groups tabs, the Code field with the Generate button, the Name field and the Save as New, Save and Cancel buttons

Field	What it does
Code:	The code of the account. A new account gets the next free number, and an account saved with an empty code gets one too. Generate offers Use next available code and Use first available code.
Name:	Required. This is the name in the Payment window, the Cash Book and the permissions.
Groups tab	The group of the account. Selecting Deleted hides the account.
Save and New	In a new account: saves it and starts the next one with a new code. The name stays in the field, so change it before you save again.
Save as New	In a saved account: saves a copy as a new account and keeps the original.

A name or a code that another account already has brings a question, for example “Payment account with the name “Bank account” already exists! Do you want to save the payment account anyway?”. Yes saves the account, No returns to the window.

Groups

Click Groups to show the groups panel on the left. Click a group to list only its accounts. The buttons under the panel add, edit, delete and sort the groups. Default group cannot be deleted, and another group only when it is empty.

To move accounts, select them, drag them onto a group and answer “Are you sure you want to move the selected payment accounts to group “…”?” with Yes. Accounts dragged onto Deleted are hidden from the lists, so nobody can choose them, and their payments keep them. Drag an account from Deleted onto another group to restore it.

Delete a payment account

Select one or more accounts and click Delete.
Answer “Do you want to delete payment account with name “…”?” with OK. For several accounts the question is “Do you want to delete the selected 2 payment accounts?”.

Case	Message
Default payment account, the account the program starts with. You can still rename it.	“Cannot delete payment account “Default payment account”!”
The account is used in a payment. Move it to Deleted instead.	“The payment account “Cash desk” cannot be deleted, because it is used in operations!”

Deleting an account also deletes its entries under Payment Accounts View and Payment Accounts Use in the permissions.

Choose the account in the Payment window

The Payment window of a document takes the account from the payment account rules, otherwise Default payment account. To see or change it:

In the Payment window, open the Settings panel and select Show payments accounts. Each workstation remembers this.
The account of the new payment and of each payment in the list appears as a button. Click it, select the account in Payment Accounts and click OK.

The account buttons work only with the Payment Dialog – Edit Payment Account permission, and the list offers only the accounts your user may use. See the Payment window in Sale for its other options.

Payment account rules

A payment account rule chooses the account, and optionally the turnover type, of a payment when its conditions are met, for example card payments go to the bank account. Go to Edit → Payments → Payment Account Rules…. The Payment Account Rules window opens.

Control	What it does
Active, Rule Name, Priority	The columns of the list. Yes in Active marks a rule that works. The list is sorted by Priority.
Up and down arrows	Move the selected rule in the list.
The panel below the list	The conditions, the account, the turnover type and the operations of the selected rule as text. A rule that refers to something missing, for example a deleted payment type, is shown in red.
New, Edit, Delete	Add, change and delete rules. Deleting asks “Do you want to delete the payment account rule “…”?”.

Create a rule

Click New. The rule window opens with Active and Sale selected.
Enter Name.
Under Conditions, click Add a condition, select the condition in Choose Condition Type and enter its values. Repeat for each condition. Click a condition to change it, or Remove to delete it.
Under Action, choose Payment account: and, if needed, Turnover type:.
Under Operations, select the documents where the rule works.
Click Save.

Edit Payment Account Rule window for Card payments to the bank with the condition that the used payment type is Card, Payment account Bank account, an empty Turnover type field and Sale selected under Operations

Field	What it does
Name	Required. The name in the list.
Active	The rule works. Clear it to stop the rule and keep it.
Conditions	At least one. All conditions must be met. They are the conditions of the price rules for the partner, location, user, logged-in user, workstation, date, time, days of week, amounts, the items in the document, Payment type used, Operation status and The database is updated. Payment type used checks the type of the payment itself.
Payment account:	Required. The account that the payment gets. Type the name or click the button to choose it.
Turnover type:	Optional. Empty keeps the default turnover type of the document, for example Income (sale) for a sale.
Operations	Sale, Purchase, Return, Purchase Return, Credit Note, Debit Note, Stock-taking and Booking. A rule for Sale also works for restaurant orders and reservations.

When a rule works

The rules work when a payment type is chosen in the Payment window, and for the payments the program makes itself, such as the paid shortage of a stock-taking or an advance used to pay a document. When several active rules match a payment, the one lowest in the list wins. If the user may not use the account of the rule, the Payment window takes the first account the user may use. A user with the Payment Dialog – Edit Payment Account permission can still change the account before saving.

Permissions

All permissions are set in Edit → Administration → Permissions….

Permission	What it allows	Not allowed by default for
Edit → Payments → Payment accounts…	The menu item. Its New, Edit and Delete allow the buttons with these names. Without Edit, the button becomes Preview when Preview is allowed, and opens the account with only a Close button.	Operators
Edit → Payments → Payment Account Rules…	The menu item and all changes to the rules.	Operators
Operations → Payment Dialog – Edit Payment Account	Changing the account in the Payment window.	Operators, managers
Payment Accounts View, one entry for each account	Seeing the payments of the account in the Cash Book and the Sales Book.	Nobody
Payment Accounts Use, one entry for each account	Choosing the account for a payment.	Nobody

Troubleshooting

Problem	Solution
The Payment window shows no account	Select Show payments accounts in its Settings panel. The panel needs the Payment Dialog Settings permission.
The account button cannot be clicked	Your user needs Payment Dialog – Edit Payment Account.
A rule does not choose its account	Check Active, Operations and the conditions, and that no matching rule is lower in the list. Check that the user may use the account under Payment Accounts Use.
“Payment account name cannot be empty!”	Enter Name:.
“The name of a payment account rule must not be empty.”	Enter Name in the rule.
“A payment account rule must contain at least one condition.”	Click Add a condition.
“A payment account rule must contain a valid payment account.”	Choose an existing account in Payment account:.
“A payment account rule must contain at least one operation type.”	Select at least one entry under Operations.

FAQ

How do I keep card payments apart from cash?

Add an account for the bank, then a rule with the condition Payment type used set to your card payment type and that account in Payment account:. The Cash Book then shows the card money on the bank account.

Can an operator see only the cash desk account?

Yes. In the permissions of the operator, clear the other accounts under Payment Accounts View and Payment Accounts Use.