# Payment Accounts — Managing Your Money Payment Accounts help you track exactly where your money is — your cash registers, bank accounts, mobile wallets, and any other place you keep business funds. --- ## What You'll Learn - How to create and manage payment accounts - How to record fund transfers between accounts - How to view cash flow - How to reconcile your accounts --- ## How to Create a Payment Account 1. Go to **Payment Accounts → List Accounts** from the left sidebar. 2. Click **Add** at the top right. 3. Fill in: - **Account Name** — A clear name (e.g., "Main Bank Account", "Cash Drawer 1") - **Account Number** — The bank account number (optional) - **Account Type** — Choose or create a type (e.g., "Current Account", "Savings", "Cash") - **Opening Balance** — How much money was in this account when you started using ActuaryPOS Hybrid Solution - **Contact (Bank/Financial Institution)** — Optionally link to a contact - **Note** — Any additional information 4. Click **Save**. 📸 *[Screenshot: The Add Payment Account form]* > 💡 **Tip:** Create separate accounts for each bank account, cash register, and mobile wallet so you can track each one independently. --- ## How to View Your Accounts 1. Go to **Payment Accounts → List Accounts**. 2. You'll see all accounts with their **current balance**. 3. The balance is calculated automatically from all payments recorded in the system. 📸 *[Screenshot: The payment accounts list showing balances]* --- ## How to Transfer Funds Between Accounts Moving money from one account to another (e.g., depositing cash drawer money into the bank): 1. Go to **Payment Accounts → List Accounts**. 2. Click the **Fund Transfer** button (or find it in the Actions menu). 3. Fill in: - **From Account** — Where the money is coming from - **To Account** — Where the money is going - **Amount** — How much is being transferred - **Date** — When the transfer happened - **Note** — Any reference or description 4. Click **Save**. 📸 *[Screenshot: The Fund Transfer form]* Both accounts will be updated automatically. --- ## Cash Flow The Cash Flow view shows all money coming in and going out: 1. Go to **Payment Accounts → Cash Flow**. 2. See a timeline of: - **Money In** — Sales payments, deposits, fund transfers received - **Money Out** — Purchase payments, expenses, fund transfers sent 3. Filter by date range or account. 📸 *[Screenshot: The Cash Flow page showing inflows and outflows]* --- ## Payment Account Report For a detailed breakdown of account activity: 1. Go to **Payment Accounts → Payment Account Report**. 2. Select the **Account** you want to review. 3. Set the **Date Range**. 4. View every transaction that affected this account. 📸 *[Screenshot: The Payment Account Report with transaction details]* --- ## Settings & Options | Setting | What It Does | Where to Find It | |---|---|---| | **Account Module** | Enable or disable Payment Accounts | **Settings → Business Settings → Modules** | | **Account Prefix** | Prefix for account reference numbers | **Settings → Business Settings → Prefixes** | --- ## Common Questions **Q: Does the account balance update automatically?** A: Yes! Every time you record a payment (sale, purchase, expense, or transfer), the account balance updates automatically. **Q: Can I link a payment account to my actual bank for automatic updates?** A: The system doesn't connect directly to banks. You record transactions manually, then reconcile with your bank statement. **Q: What's the difference between a payment account and a cash register?** A: A **cash register** is for in-store POS transactions. A **payment account** tracks any source of funds — bank accounts, cash drawers, mobile wallets, etc. --- ## Tips & Best Practices - 📌 Create a payment account for every place you keep money - 📌 Use **fund transfers** to record cash deposits to the bank - 📌 Check your **Cash Flow** weekly to understand your spending pattern - 📌 Reconcile your account balances with actual bank statements monthly