Create and track your treasury accounts (cash, bank, Mobile Money)

Why it matters

A business's money is scattered: the cash drawer, the bank account, the shop's Orange Money or MTN number, the money the courier holds. Without tracking, you do not know how much is where, and gaps are discovered too late. One treasury account per place gives an up-to-date balance, calculated from every payment, expense and transfer recorded.

Summary

A treasury account represents a place where you keep money. It is what you choose as the payment method at the register and when recording a payment. Its balance is never typed in by hand: it starts from an opening balance, then moves with collections, expenses, transfers, contributions, withdrawals and adjustments.

Prerequisites

• treasury_accounts.view to see accounts and their movements.
• treasury_accounts.* to enter an opening balance, add or withdraw money, adjust a balance, make a transfer, edit or delete an account.
• payments.export to export transactions.

Where to find it

Settings › Accounting & Finance › Treasury accounts (/treasury-accounts). The page opens on a (Company) tab for global accounts, then one tab per shop. If a shop is selected in the dashboard, only its accounts are shown.

At the top, Treasury overview: Total balance, number of Accounts, Credit accounts and Debit accounts. Each account card shows its balance and, where relevant, the person who holds it ("Held by …").

Steps: create an account

1. Click the Add an account card ("New treasury account").
2. Account type: Cash, Bank, Mobile Money operator or payment aggregator. The type fills in the default Accounting account (571 for cash, 52 for bank, 538 for others).
3. Account name: a name the team will recognize, for example "Akwa shop register" or "Main Orange Money".
4. Shop: the account's shop. With no shop selected in the dashboard, the Create a global treasury account box creates a company account, "for transactions not linked to a specific shop".
5. Held by (optional): the employee who keeps this money, for example a courier. Leave "No one — company account" for an ordinary account.
6. Opening balance: the amount already on the account when you start tracking. "Set only once at creation."
7. Save: the account page opens.

Read an account page

• Inflows, Outflows, Net flow over the chosen period, and Balance (the current balance). If handovers of money are waiting for your confirmation, the balance says "including … pending confirmation".
• Payments tab (collections and payouts through this account), Transfers (see "Transfers between treasury accounts"), Contributions & adjustments and Statistics (breakdown of inflows and outflows: customer collections, incoming transfers, contributions, supplier payouts, outgoing transfers, withdrawals, adjustments, opening balance).
• The Handovers to confirm block appears when an employee who holds an account (a courier) has declared handing money over to you.

Steps: move the balance without a sale or expense

On the account page, Actions button:

The same menu offers New sale (an order paid on this account), New expense, New entry (accounting) and Delete this account. The Create a transfer button next to it moves money to another account.

Export

Export button on the accounts list: Export treasury transactions window, with a period, one or more accounts, the transaction types (Incoming payments, Outgoing payments, Include transfers between accounts), the columns and the format. A large export is prepared in the background: "You will receive a notification when it is ready."

Delete an account

Actions › Delete this account asks Reassign transactions to: the account that takes over the deleted account's payments, transfers, movements and payment methods. Its transactions keep their dates and the target account's balance increases accordingly. With no target account, payments are no longer attached to any treasury account, and the remaining balance disappears from your treasury view.

Fields and options

Edge cases and common mistakes

• "I cannot edit the balance." That is intended: the Balance field on the page is calculated from movements. Use Adjust balance.
• Adjusting to a negative balance is refused: the actual balance found must be zero or positive.
• An employee does not see an account. Everyone sees the global accounts and those of the shops they have access to.
• Accounts created automatically. Activating an online payment method creates its account if it does not exist; the first Genuka Pay payment creates a Genuka Pay account.
• Labels in English. In the Account type list, the Mobile Money operator and payment aggregator choices show in English ("Mobile Money Operator", "Payment Agregator").
• A contribution or an adjustment cannot be edited. Only its description can be corrected (pencil icon in the Contributions & adjustments tab); to correct an amount, record the opposite movement.

FAQ

How many accounts should I create? One for each place where money is really kept: every cash drawer, every bank account, every Mobile Money number of the business.

How do I enter the money I already had before starting with Genuka? With the Opening balance when creating the account. Later, use Add money or Adjust balance.

My account balance does not match what I have in the register. First check the payments in the Payments tab, then, if the gap is real, Actions › Adjust balance with the amount counted and the reason.

See also

• Payment methods (moyens-de-paiement)
• Track payments (suivi-paiements)
• Transfers between treasury accounts (virements-entre-comptes)
• Open and close a register session (ouvrir-session-caisse)
• Prepare and track a delivery (preparer-livraison)