Contents

Personal Money Account

Steve Findon Updated by Steve Findon

The system aims to keep track of a Service User's money by linking individual transactions to specific account types. A central cash account is maintained to ensure proper checks and balances and prevent any loss of funds. You can create records for other account types as needed. Duplicate records are not allowed, and instead of deleting records, you can mark them as inactive. Importantly, Personal Money Accounts can only be associated with individual Service Users.

To access and add a record to Personal Money Accounts:

  1. Navigate to People > People > People We Support. The 'People We Support' page is displayed.
  2. Open a Person record.
  3. Select Menu > Related Items > Personal Money Accounts.
  4. Select the Create new record button to add a new Personal Money Account or select an existing one to view/edit.
  5. Complete the fields on the page, mandatory fields are marked with a red asterisk *.

Field

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.

Account Name*

Enter a name for the Account.

  1. Select the Save button.

The Personal Money Account Details tab will become available.


Personal Money Account Details Tab

This tab is used to keep track of all the money coming in and going out of the Person's account. You can record multiple transactions for each account, just like you would with a bank account. The first entry must be the starting balance, even if it's zero.

As you record transactions, the system will provide you with meaningful messages. You can't delete or hide past transactions to maintain a complete record of all account activity, but you can cancel a transaction if it was entered incorrectly.

To add a record into the Personal Money Account Details tab:

  1. Select the Personal Money Account Details tab.
  2. Select the Create new record button. If this is the first record, the following dialog appears:

  1. Select OK.
  2. Complete the fields on the page, mandatory fields are marked with a red asterisk *.

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. See the Entry Type article for more information.

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

Cancelled*

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

Was this article useful?

Account Types

Contact