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Money on account is a prepaid balance: cash a customer has already handed you, held against their name and spendable at the counter. This page covers putting money on, taking it off, fixing a keying error, and paying with it.

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The one rule that shapes everything here

A wallet holds money the customer has already given you. Money they owe you is a debt on a sale. The two are never the same figure and the product refuses to merge them, so the balance cannot be driven negative by ordinary use. Try to take out more than is there and you get:
Not enough on account — short by {amount}. Money owed belongs on a sale, not a negative balance.
That is not a technicality. A negative wallet is an invisible loan with no sale behind it — no line items, no receipt, nothing to chase, and nothing that shows up in what you are owed. Put the shortfall on the sale instead: part-pay at the till, and the balance appears under Debts, where it can be settled, reported and reminded on.

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What you’re looking at

Money on account sits beside Email statement on the customer’s profile, under the three figures in the header — On account, Owed and Lifetime. Selecting it opens a dialog titled Money on account, subtitled with the customer’s name and their current balance. The dialog is three tabs, and picking the right one is the whole decision: Below the tabs sit Amount, a Reason box, and a preview panel that names the movement — Adding or Taking — and the New balance underneath it. Record commits; Cancel closes. The running record lives on the Account tab of the profile: every deposit, cash-out, correction and spend, each with its time, its amount signed + or −, and the reason you wrote. A customer who has never had money on account reads “No account activity”.

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Move money on an account

1

Open the customer

Select Customers in the sidebar, find the person, and open their profile.
2

Select Money on account

Choose Deposit, Cash out or Correction using the table above. The hint under the tabs restates what you have chosen.
3

Enter the amount

Fill Amount. The panel previews the movement and the New balance before you commit, so you can check the arithmetic against the cash in your hand.
4

Say why

Reason is optional on a deposit or cash-out — “e.g. cash deposit at the counter” — and worth filling for anything unusual, because the ledger shows it later. On a Correction the label changes to Reason (required for a correction) and Record stays disabled until you write one.
5

Record it

Select Record. The button reads Saving… while it commits, and the header figure updates to the previewed balance.
Correction is the only entry allowed to take a balance below zero, and it demands a reason precisely because of that. Use it for a keying error — a deposit entered twice, an amount with an extra digit — and never as a way around a customer being short at the till.

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Settle a debt from the balance

When a customer has prepaid money and an outstanding sale, you can clear one with the other.
1

Open the Debts tab

Each row shows the sale number, the date, “paid {amount} of {amount}”, and the balance due in red. An account with nothing outstanding reads “Nothing owed — Every sale is settled.”
2

Select Settle from account

The button is disabled, with the tooltip “Not enough on account”, when the balance will not cover the whole debt. It reads Settling… while it commits.
3

Confirm the toast

You get “Settled {amount} from the account”. The debt clears and the balance drops by the same amount.

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Spending it at the till

At the point of sale, a registered customer with money on account gets a full-width Account balance button in the payment summary. Three things about it catch people out:
  • It needs a connection. Offline it is unavailable — “Account balance needs a connection — take cash or card, or wait for the network.” Take another tender instead. See Selling when the internet is down.
  • It is disabled when the balance is short, showing {amount} · short. Part-pay with the balance plus cash, or take a different tender entirely — see Take payment.
  • It resets to cash if the customer changes or the connection drops. The balance is held centrally, not on the till, so a figure the terminal remembered ten minutes ago could be refused after the goods had already left the counter. Resetting is cheaper than a sale that cannot be paid for.

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Who can do this

Role decides whether Customers opens, and that is the whole gate on this dialog. A Cashier / Till Operator reaches only POS and Sales, so a till role cannot take a deposit, cash anything out or write a correction. Everyone else who can open the screen can do all three. The honest version, because it matters for cash handling: there is no separate “may move money on account” permission. Whoever can open Customers can move a balance. If someone should not be doing that, change their role rather than looking for a toggle — see Staff permissions. Where a money figure is permission-gated elsewhere in the product it reads “Hidden — needs authorisation from your clinic owner.”, never a zero — a zeroed balance would be read as an empty account and handed nothing back. Two behaviours surprise people:
  • Enforcement is opt-in, per person. A colleague never saved in the permissions sheet is unrestricted, and the sheet warns “Saving starts enforcing”.
  • A denied action is recorded; an allowed one is not. Hiding Customers from a sidebar is a convenience, not a security boundary.

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Check it worked

  • The On account figure in the profile header matches the New balance the dialog previewed.
  • The Account tab has a new line with the entry type, the time, the amount signed + or −, and your reason underneath it.
  • At the till, Account balance appears as a tender for that customer and shows the new figure.

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Common issues

You are trying to take out more than the account holds. The balance does not go negative on a cash-out or a settlement. If this is money the customer owes, put it on the sale as a part-payment instead, where it becomes a debt you can chase.
A correction requires a reason. Write what actually happened — “deposit keyed twice on 14 Aug” — because that line is the only explanation anyone will have later.
The same entry was submitted twice, usually a double-select. It was recorded once. Check the Account tab before re-entering anything.
Nothing was recorded and the balance is unchanged. Reopen the dialog and check the Account tab before retrying, so a slow save is not entered twice.
Three possible reasons: the sale is on Walk-in rather than a registered customer, the customer has no money on account, or the till is offline. Attach the customer first — see Ring up a sale.
The record saved and the money did not. Add the deposit here from Money on account — do not create a second customer record. See Add your first customer.

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FAQ

Not as an undo — there is no reversal button. Record the money back on as a Deposit if the customer handed it back, or as a Correction with a reason if the entry itself was wrong. Both leave a line on the Account tab, which is the point: the ledger shows what happened rather than pretending it did not.
Because a negative balance is an invisible loan. There is no sale behind it, no receipt and nothing on Debts to chase or remind on. Part-paying the sale records the same shortfall somewhere it can actually be recovered.
No. It stays on the account until it is spent, settled against a debt or handed back with a Cash out — including for a customer marked Inactive.
Yes. Where the balance will not cover the sale, Account balance shows {amount} · short rather than disappearing; take what is there and settle the rest with another tender — see Take payment.
Yes — the Account tab is the full record: deposits, cash-outs, corrections and spends, each with the reason that was written at the time. Email statement sends the customer their own summary of the balance and what they owe.