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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 and nothing to chase. Put the shortfall on the sale instead — part-pay at the till and the balance shows up under Debts, where it can be settled, reported and reminded on.

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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. The header shows On account, Owed and Lifetime.
2

Select Money on account

The dialog has three tabs, and picking the right one is the whole decision:
  • Deposit — “Cash taken in and held on the account.” Money coming in.
  • Cash out — “Money handed back from the account.” Money going back to the customer.
  • Correction — “Fix a mistake. May go negative — use sparingly and say why.”
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 — fill it anyway 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.
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.
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.
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 from 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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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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If something goes wrong

You are trying to take out more than the account holds. The wallet 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.
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.