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 Actuary POS Software
   • 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

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