Set up payment accounts and review the ledger

Payment accounts identify where workshop money is held. The ledger shows recorded money moving in and out. Reading finance and changing accounts require different permissions.

Add a payment account

1. Open Finance → Accounts → Add account.
2. Enter Account name, choose Type, and add a Reference or Details if useful.
3. Enter the account's actual Opening balance for your agreed starting point.
4. Keep Active selected for an account in use.
5. Use Default for type only if payments of that type should normally be directed to this account.
6. Click Save.

Account names must be unique. An opening balance is a starting balance, not a new sale, customer deposit or expense. Have the person responsible for the books confirm it before regular posting begins.

Review money movements

1. Open Finance → Ledger.
2. Choose the date range, account, direction and method filters you need.
3. Compare Money in, Money out, Net and Balance at end.
4. Use the movement's source/reference to investigate the original receipt, expense or transfer.

The ledger can include reversals. Read the direction and reversal label rather than treating every row as new money received.

What happens next

New receipts and payments use the selected account or the relevant default. Changing an account default is a setting for subsequent recording, not a reason to assume old movements have moved accounts.

Troubleshooting

An account with ledger entries cannot simply be deleted; deactivate it when it should no longer be used. If a balance looks wrong, compare the opening balance and dated movements with your external records. Do not add an unrelated income entry merely to make the balance match.

Related articles

• Expenses and other income
• Transfers and supplier payments