হিসাব ব্যবস্থাপনা

The Accounts Management addon answers two questions: who owes you what, and where the money went. It keeps a running ledger for every dealer and sub-dealer, a queue of payments dealers say they have made, and the centre's own cash book with income and expense heads and a profit and loss statement.

It is for the owner or the bookkeeper. The cash book half used to be a separate addon called Accounts & Finance; it is part of this one now, and a licence key for either one unlocks it.

Switching it on

Accounts Management is a premium addon, so it must be in your licence.

1. Buy it from its card on Admin → Addons (Buy this addon), or on the License Center at https://license.faruk.bd. A paid order arrives by itself at the next licence check.
2. If you have a key already, open License, paste it under Addon keys and press Add the key. Check now asks the License Center at once.
3. Press Enable on the Accounts Management Addons card.

When it is switched on, it brings in every dealer invoice, invoice payment and opening balance you already have, so the ledger is right from the first day.

The screens

Everything sits under the Accounts Management Addons heading in the sidebar.

Settings

Fill in the two opening figures before anything else. If you started with money in hand and leave them at 0, the cash book is short by exactly that amount.

The dealer ledger

Each entry is an opening balance, an invoice, a payment, an adjustment or a credit note. A charge increases what the dealer owes; a payment reduces it. The balance only counts confirmed entries.

Post an adjustment on the Accounts screen fixes anything else: choose the Dealer, the Direction (Charge — increases what they owe or Credit — reduces what they owe), the Amount, the Date and What is it for, then Post it.

Rebuild the ledger from invoices under Housekeeping imports dealer invoices, invoice payments and opening balances that are not in the ledger yet, for example ones recorded before the addon was on.

When a dealer pays

1. In the portal the dealer opens Pay Dues. They see what is Outstanding, what was Sent, awaiting confirmation, and their Unpaid invoices.
2. Under Record a payment they choose how they paid (Cash, Bank transfer, bKash, Nagad, Rocket or Other, or the methods you set up in Payment Gateway), then the Amount paid, Date paid, Transaction ID, a Screenshot or receipt and a Note, and press Send it for confirmation.
3. The dashboard shows Payments to confirm. Open Payments due, check the money arrived in your bKash or bank account, and press Confirm or Reject.
4. A confirmed payment is put against the dealer's oldest unpaid invoices first, so dues clear in order. The dealer gets a Payment confirmed notification. A rejected one notifies the dealer too.

My Account in the portal shows the dealer's Total billed, Total paid and Awaiting confirmation, the full statement, a Pay your dues button and Print the statement. The dealer's dashboard shows their Account balance: you owe, in credit or settled.

The cash book

Income & Expense records money that is not a sale or a purchase: rent, salaries, electricity, a bank deposit.

• What kind: Money out (expense), Money in (income), or Moving cash to or from the bank.
• What for: one of your heads.
• Amount, Date, Paid into / out of (Cash or Bank), How (Cash, Bank transfer, Cheque, bKash, Nagad, Card), Who to / from, Voucher / bill number, Branch (with Multi-Branch) and Note.

Press Record it. Each entry gets a reference: RCT- for income, PAY- for expense and TRF- for a transfer, followed by the year and a number.

Cash Book lists everything that moved in a period (Today, Last 7 days, This month, Last month, This year or Between two dates), for Cash and bank, Cash only or Bank only. The top shows Came in, Went out, Net, Cash in hand and In the bank. Sale payments from E-Commerce & POS and supplier payments from Purchase & Supplier appear here by themselves. Never enter them again as income or expense, or they are counted twice.

Heads

Heads is the list Income & Expense offers. A head has a Name, a Short code, a Kind (Money out (expense) or Money in (income)), What belongs here, an Order and a Status (In use or Retired). A handful come with the addon. Keep the list short, so everybody picks the same head for the same thing.

Profit & Loss

Choose a period (This month, Last month, Last 90 days, This year or Between two dates) and press Show. Income is your sales plus income heads. Costs is the Cost of what was sold, valued from the stock movements, plus your expense heads. The last line is Profit or Loss. Print gives a clean page.

Sales here are what was sold in the period, not what was collected; a sale on credit is still a sale. The cost is what those sales took off the shelf at cost price, not what you bought that month. That is why the figure is honest only when sales go through the till and stock goes through Inventory & Stock.

Tips

• Agree with your dealers that every payment carries its bKash or bank transaction ID; it is the only way to match money quickly.
• The Reports & Analytics addon has more sales and stock figures; this addon is where the money is.