Accounts Management
On this page
Accounts Management gives every dealer and sub-dealer a running ledger. Invoices raise what they owe, payments bring it down, and adjustments cover everything else, so the balance on screen is the figure you would quote on the phone. Payments dealers send from the portal wait until you confirm them.
Switching it on
Accounts Management is a premium addon. It runs when your licence package includes accounts, or when its addon key is on this site.
- Admin → Addons: without the key the card shows Buy this addon and I have a key, and Enable is greyed out.
- A key bought on license.faruk.bd arrives at the next licence check; Collect purchases now on Admin → License fetches it at once. A key from elsewhere goes into Addon key there, then Add the key.
- Press Enable.
See The licence key and addon keys. Before you switch it on, put each dealer's Opening balance on Admin → Dealers → Edit if they owed you money before you started with the system.
What it adds
- Admin → Accounts and Admin → Transactions (permission View invoices) and Admin → Payments due (permission Record invoice payments), in the Addons group of the sidebar.
- Dealer portal → My Account and Dealer portal → Pay Dues.
- A Receivable card on your dashboard, plus Payments to confirm when dealers have sent money; an Account balance card on the dealer's dashboard (you owe, in credit or settled).
With the Payment Gateway addon also on, Pay Dues offers the payment methods you set up there, with their account numbers and instructions, and the gateway's own Pay an Invoice entry is hidden so the dealer sees one place to pay.
Its settings
Admin → Addons → Accounts Management Addons → Settings.
| Setting | Default | What it does |
|---|---|---|
| Dealers can record a payment from their portal | on | Shows Pay Dues in the portal. |
| Post every invoice to the ledger automatically | on | When the addon is switched on, existing invoices, invoice payments and opening balances are copied into the ledger. |
| Let dealers see and print their own statement | on | Shows My Account. |
| Warn when a dealer passes their credit limit | on | A warning on Accounts when any balance is over the dealer's credit limit. |
How the ledger works
Every line is either a charge (what the dealer owes more) or a payment (what they owe less). Its type is Opening, Invoice, Payment or Adjustment. The balance is confirmed charges minus confirmed payments: positive means the dealer owes you, negative means they are in credit. A payment the dealer sent but you have not confirmed shows as pending and does not count yet.
Invoices, payments typed on the invoice screen and opening balances reach the ledger when it is filled from them: once when the addon is switched on, and again whenever you press Rebuild the ledger from invoices under Housekeeping on Admin → Accounts. The rebuild skips anything already there, so it never doubles an invoice.
The Accounts screen
Admin → Accounts opens with Receivable (the confirmed balance of the whole network), Billed, Received and Awaiting confirmation. Balances then lists every dealer with billed, received, balance, credit limit and last entry, largest balance first; a balance over the limit is red. Statement opens that dealer's transactions.
Post an adjustment (staff with Record invoice payments) is for anything that is not an invoice or a payment: a credit note for a damaged unit, a write-off, a bank charge. Choose the Dealer, the Direction (Charge — increases what they owe or Credit — reduces what they owe), the Amount, the Date, What is it for and a Note, then Post it. The dealer gets an Account adjusted notification.
Transactions
Admin → Transactions is the whole ledger, filtered by dealer, type, method, status, dates and a search. The figures at the top and the Totals for this filter row follow the filter, so a month reconciles without exporting anything. Choose one dealer and it becomes their statement, with Print the statement.
Payments due
Money a dealer reports waits on Admin → Payments due with the amount, method, transaction ID and the receipt they attached (View).
- Confirm marks it confirmed and applies the money to that dealer's oldest unpaid invoices first, recording a payment on each invoice it pays towards. The dealer is told Payment confirmed.
- Reject marks it rejected with the note The reference could not be matched. and tells the dealer Payment could not be confirmed.
The figures at the top (Waiting on you, Confirmed, Rejected) are also filters. Show all lists every payment.
The dealer's side
Pay Dues shows what is outstanding and the unpaid invoices, oldest first. The dealer pays by bKash, Nagad, bank or any other way, then fills in Record a payment: the method, Amount paid, Date paid, Transaction ID, a Screenshot or receipt (image or PDF) and a note, and presses Send it for confirmation. Your bell shows Payment to confirm. Without the Payment Gateway addon the methods offered are Cash, Bank transfer, bKash, Nagad, Rocket and Other.
My Account shows You owe, In credit or Settled, the credit limit, totals and anything awaiting confirmation, then the statement with a date filter and Print the statement. Past the credit limit the dealer sees You are … over your credit limit.
Tips
- Ask dealers to always type the bKash or Nagad transaction ID. It is what you match against your merchant statement before pressing Confirm.
- There is no undo for Confirm: once the money is applied to invoices, correct a mistake with an adjustment. Match the money first.
- A sub-dealer has its own ledger, separate from its parent dealer's.