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Personal Money Account

Steve Findon Updated by Steve Findon

Create records identifying with which Account Type / Name individual transactions (detail records) can be associated.  The idea is to maintain a cash account of a Service User’s money kept centrally, together with checks and balances, to ensure no money goes missing.  In addition, further records can be created to track other account types, but only if needed. 

As many records as required are permitted. 

Validation: 

  • Duplicate records are not permitted, which is where Person, Entry Type and Reference are identical 
  • Records cannot be deleted. Instead, records can be made inactive 
Personal Money Accounts can only be associated with Person records.

To access Personal Money Accounts:

  1. Navigate to Workplace > My Work > People > open a record.
  2. Select Menu > Related Items > Personal Money Accounts.
  3. Click + to create a new Personal Money Account or click on an existing one to view/edit.

The following settings are available (mandatory fields are marked with *): 

Data Item 

Description 

Person 

The Service User to which the Personal Money Account will be allocated 

[will default as these records can only be created from a Person record] 

Account Type 

Select the Account Type 

[Reference Data – see below] 

Account Name 

Provide a name for the Account 

Once a record is saved, 1 new tab will become available:

Personal Money Account Details

This tab is used to link the individual account transactions to the main Account record.  Multiple records can be recorded belonging to each Account record.

These records are used to record withdrawals and deposits to the account, just like a Bank Account. 

Create transaction records for the Account.  The first record must be a 'Starting Balance' record, even if it is £0. As records are created, various messages will be displayed to help you with the process. 

Validation: 

  • There are no duplicate checks as it is possible to record 2 records that are identical 
  • Records cannot be deleted nor made inactive (to ensure there is an audit trail maintained).  They can only be cancelled.

Setting

Description 

Personal Money Account 

The Personal Money Account to which this record will be allocated 

[will default as these records can only be created from a Personal Money Account record] 

ID 

System-generated ID, starting from 1 

Date 

Record the date the transaction took place 

Entry Type 

Record the reason for the transaction 

[Reference Data – see below] 

Reference 

User can (optional) record a note or reference against the transaction 

Amount 

Record the amount taken (negative) or deposited (positive) 

Running Balance 

System calculates what the running balance should be in the Account (i.e. takes the Running Balance from the record with the previous highest ID and aggregates with this record’s Amount) 

Cash Taken By 

Record which System User actioned this transaction 

Observed By 

Record which System User observed this transaction 

Note: This cannot be the same System User as recorded in the 'Cash Taken By' setting, except where the System Setting 'AllowPersonalMoneyAccountObserveSelf' is not set to False

Cancellation 

System will identify if the Transaction has been cancelled: 

  • No - Default and NOT Cancelled 
  • Yes – Cancelled but applies to both the existing record and the record used to contra the original record 

 

Toolbar Options for Personal Money Account Details 

  • Cancel (X)
    • Only one record at a time can be cancelled 
    • It is NOT permitted to cancel a record where Entry Type = Starting Balance, UNLESS that is the only existing record 
    • The cancellation action will do 2 things:
      • Existing Record – Change Cancelled? = Yes 
      • Creates a new record, with the same values as the cancelled record, except for Amount, where the sign is reversed 

Account Types 

To create Account Types Reference Data, navigate to Settings > Configuration > Reference Data > Care Provider Personal Money Accounts > Account Types. 

Create additional records with a description for the types of Account that can be created 

There will be 3 existing records, as follows: 

  • Cash Account 
  • Bank Account 
  • Savings Account 

Unused records can be inactivated

Entry Types 

To create Entry Types Reference Data, navigate to Settings > Configuration > Reference Data > Care Provider Personal Money Accounts > Entry Types. 

Create additional records with a description of the reason for the Transaction to be recorded 

There will be 7 existing records, as follows: 

  • Starting Balance 
  • Discrepancy 
  • Cash Taken 
  • Cash Returned 
  • Cash Deposited 
  • Deposit 
  • Withdrawal (by card) 

Unused records can be inactivated; however, Starting Balance (Code = 1) and Discrepancy (Code = 2) MUST always be active.

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