> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Money on account

> Take a deposit, hand money back, correct a mistake, settle a debt from the balance, and spend it at the till.

export const AuditNote = ({action = 'This action'}) => <div className="ck-callout ck-callout--info" role="note">
    <p className="ck-callout__body">
      {action} is written to your workspace's audit log with your name, the
      record touched and the time — a HIPAA requirement, and one you can review
      yourself under <strong>Audit Log</strong>. See{' '}
      <a href="/platform/security/audit-log">Audit log</a>.
    </p>
  </div>;

export const StillStuck = ({topic}) => <div className="ck-callout ck-callout--note" role="note">
    <p className="ck-callout__body">
      <strong>Still stuck{topic ? ` with ${topic}` : ''}?</strong>{' '}
      Check <a href="/platform/help/troubleshooting">Troubleshooting</a> first —
      it covers the failures we see most often. If that does not resolve it,{' '}
      <a href="/platform/help/contact-support">contact support</a> and include
      your workspace name and the time the problem happened, so we can find the
      matching entry in your audit log.
    </p>
  </div>;

export const TaskHeader = ({before, time, after}) => <div className="ck-task">
    {before ? <div className="ck-task__cell">
        <div className="ck-task__title">Before you start</div>
        <p className="ck-task__body">{before}</p>
      </div> : null}

    {time ? <div className="ck-task__cell">
        <div className="ck-task__title">Takes about</div>
        <p className="ck-task__body">{time}</p>
      </div> : null}

    {after ? <div className="ck-task__cell">
        <div className="ck-task__title">When you're done</div>
        <p className="ck-task__body">{after}</p>
      </div> : null}
  </div>;

export const Path = ({steps = []}) => <span className="ck-path">
    {steps.map((s, i) => <span key={i} className="ck-path__step">
        {i > 0 ? <span className="ck-path__sep" aria-hidden="true">
            ›
          </span> : null}
        {s}
      </span>)}
  </span>;

export const Availability = ({editions = ['all'], plans, roles, note}) => {
  const list = editions.includes('all') ? ['clinic', 'pharmacy', 'lims'] : editions;
  return <div className="ck-avail" role="note" aria-label="Feature availability">
      <span className="ck-avail__label">Available in</span>

      {list.map(e => <span key={e} className={`ck-pill ck-pill--${e}`}>
          {EDITION_LABELS[e] || e}
        </span>)}

      {plans ? <span className="ck-avail__label">Plan</span> : null}
      {plans ? <span className="ck-pill ck-pill--plan">{plans}</span> : null}

      {roles ? <span className="ck-avail__label">Who</span> : null}
      {roles ? <span className="ck-pill ck-pill--role">{roles}</span> : null}

      {note ? <span className="ck-avail__note">{note}</span> : null}
    </div>;
};

<Availability editions={['pharmacy']} plans="All plans" roles="Not reachable by a cashier" />

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.

<Path steps={['Sidebar', 'Customers', 'a customer', 'Money on account']} />

<TaskHeader before="A registered customer, and access to the Customers screen" time="Under a minute" after="A balance the customer can spend at the till, and a ledger line saying why it changed" />

## 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.

## Move money on an account

<Steps>
  <Step title="Open the customer">
    Select **Customers** in the sidebar, find the person, and open their profile. The header shows **On account**, **Owed** and **Lifetime**.
  </Step>

  <Step title="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."
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Record it">
    Select **Record**. The button reads **Saving…** while it commits.
  </Step>
</Steps>

<Note>
  **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.
</Note>

## Settle a debt from the balance

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

<Steps>
  <Step title="Open the Debts tab">
    Each row shows the sale number, the date, "paid \{amount} of \{amount}", and the balance due in red.
  </Step>

  <Step title="Select Settle from account">
    The button is disabled, with the tooltip **"Not enough on account"**, when the balance will not cover the whole debt.
  </Step>

  <Step title="Confirm the toast">
    You get **"Settled \{amount} from the account"**. The debt clears and the balance drops by the same amount.
  </Step>
</Steps>

## 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](/pharmacy/pos/offline).
* **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](/pharmacy/pos/payments).
* **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.

## 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.

<AuditNote action="Every movement on a customer's account" />

## If something goes wrong

<AccordionGroup>
  <Accordion title="'Not enough on account — short by \{amount\}.'">
    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.
  </Accordion>

  <Accordion title="Record stays disabled on a correction">
    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.
  </Accordion>

  <Accordion title="'That entry was already recorded'">
    The same entry was submitted twice, usually a double-select. It was recorded once. Check the **Account** tab before re-entering anything.
  </Accordion>

  <Accordion title="Account balance is missing at the till">
    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](/pharmacy/pos/index).
  </Accordion>

  <Accordion title="'Customer created, but the opening deposit did not go through.'">
    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](/pharmacy/get-started/first-customer).
  </Accordion>
</AccordionGroup>

<StillStuck topic="money on account" />