1. Navigate to “List Accounts” #

1. Log in to your restaurant management system.
2. In the sidebar, click Payment Accounts.
3. Under Payment Accounts, select List Accounts.
4. The payment accounts management page will open showing:
   • A “Payment Accounts” header with subtitle “Manage your accounts”.
   • A red notification banner about linked accounts and COA (Chart of Accounts).
   • Two tabs: Accounts and Account Types.
   • An Active filter dropdown for account status.
   • A purple + Add button for creating new accounts.
   • Export options (CSV, Excel, Print, Column visibility, PDF).
   • A comprehensive data table showing all payment accounts.

2. Understanding Payment Accounts Management #

The List Accounts module provides centralized management of all payment accounts used in your restaurant operations:

• Account Organization – Centralized view of all bank accounts, cash accounts, and payment methods.
• Financial Control – Monitor account balances, types, and operational status.
• Integration Management – Link accounts with Chart of Accounts (COA) for proper financial reporting.
• Transaction Processing – Ensure all payment accounts are properly configured for transaction processing.
• Compliance Tracking – Maintain proper account documentation and audit trails.
• Operational Efficiency – Streamline payment processing and financial management.

3. Navigate Account Tabs and Filters #

1. Account Tabs:
   • Accounts Tab – Currently active, shows individual payment accounts.
   • Account Types Tab – Manage different categories of accounts (Cash, Bank, etc.).
2. Active Filter:
   • Dropdown to filter accounts by status (Active, Inactive, All).
   • Default shows “Active” accounts only.
   • Use to manage account lifecycle and visibility.
3. Search and Display:
   • Use Search box (top-right) for quick account lookup.
   • Adjust Show entries to control pagination (25, 50, 100 records).
   • Navigate through pages using pagination controls.

4. Analyze Account Data Table #

1. The accounts table displays comprehensive account information:
   • Name – Account identifier (ADIB, Cash Collect, ENBD, etc.).
   • Account Type – Category classification (Receivable, Cash Account, Payable).
   • Account Sub Type – Detailed classification (Cash & Bank, NCA Complementary).
   • Account Number – Unique account reference numbers.
   • Note – Additional account information and descriptions.
   • Balance – Current account balance in local currency (AED).
   • Account Details – Additional account specifications.
   • Added By – Staff member who created the account.
   • Action – Available operations for each account.
2. Account Examples from the Table:
   • ADIB: Receivable account with balance AED 1,081.31
   • Cash Collect: Cash Account with balance AED 52,396.52
   • ENBD: Payable account with balance AED 50,516.71
   • Free Complementary: Receivable NCA account with zero balance
   • Telebank: Account with balance AED 19.95

5. Account Action Management #

1. Each account row provides multiple action buttons:
   • Edit (✏️ Edit) – Modify account details, settings, and configuration.
   • Transactions – View transaction history and account activity.
   • Fund Transfer – Transfer funds between accounts.
   • Deposit – Record deposits into the account.
   • Close – Deactivate or close the account.
   • Connect with COA – Link account with Chart of Accounts for proper reporting.
2. Action Usage Guidelines:
   • Use Edit for updating account information and settings.
   • Use Transactions to review account activity and reconciliation.
   • Use Fund Transfer for internal account movements.
   • Use Deposit to record incoming funds.
   • Use Connect with COA to resolve the linking notification.

6. Add New Payment Account #

1. Click the purple + Add button (top-right area).
2. A form will open for creating a new payment account with fields:
   • Account Name – Descriptive name for the account.
   • Account Type – Select from available types (Cash, Bank, Receivable, Payable).
   • Account Sub Type – Choose specific subcategory.
   • Account Number – Enter bank account number or internal reference.
   • Opening Balance – Initial account balance.
   • Account Details – Additional information and notes.
   • Status – Set as Active or Inactive.
3. Complete all required fields and click Save.
4. The new account will appear in the accounts list and be available for transactions.

7. Account Types and Classifications #

8. Resolve Chart of Accounts Linking #

1. Identify Unlinked Payments:
   • Click “View Details” in the red notification banner.
   • Review the list of payments that need account linking.
   • Identify which accounts these payments should be associated with.
2. Link Accounts with COA:
   • For each account, click “Connect with COA” button.
   • Select the appropriate Chart of Accounts mapping.
   • Ensure proper financial statement classification.
3. Verify Linking:
   • Confirm all accounts are properly linked.
   • Check that the notification banner disappears.
   • Verify financial reports show correct account classifications.

9. Account Balance Management #

• Monitor Account Balances:
  • Review current balances shown in the Balance column.
  • Total shown at bottom: AED 104,007.57 across all accounts.
  • Identify accounts with unusual or unexpected balances.
• Balance Reconciliation:
  • Compare system balances with bank statements.
  • Use Transactions button to review account activity.
  • Investigate and resolve any discrepancies.
• Cash Flow Management:
  • Monitor cash account balances for liquidity management.
  • Use Fund Transfer to optimize cash distribution.
  • Plan for cash requirements based on account balances.

10. Export and Reporting Options #

1. Export Functions – Use toolbar buttons for different formats:
   • Export to CSV – Download account data for spreadsheet analysis.
   • Export to Excel – Generate formatted Excel report with calculations.
   • Print – Create physical copies for filing and documentation.
   • Column visibility – Customize which columns appear in exports.
   • Export to PDF – Professional format for management reporting.
2. Reporting Applications:
   • Management reporting and account summaries.
   • Audit documentation and compliance reporting.
   • Bank reconciliation and account analysis.
   • Financial planning and cash flow forecasting.

11. Account Types Management #

1. Click the Account Types tab to manage account categories.
2. Account Type Functions:
   • Create new account type categories.
   • Modify existing account type definitions.
   • Set default properties for account types.
   • Configure account type behavior and rules.
3. Standard Account Types:
   • Assets – Cash, Bank, Receivables, Inventory.
   • Liabilities – Payables, Loans, Accrued Expenses.
   • Equity – Owner’s Capital, Retained Earnings.
   • Revenue – Sales, Service Income.
   • Expenses – Operating Expenses, Cost of Goods Sold.

12. Account Security and Access Control #

• User Permissions:
  • Limit account creation to authorized accounting staff.
  • Control access to sensitive account information.
  • Implement approval workflows for account modifications.
• Audit Trail:
  • Track who created, modified, or accessed accounts.
  • Maintain logs of all account-related activities.
  • Document reasons for account changes and closures.
• Data Protection:
  • Secure storage of account numbers and sensitive information.
  • Regular backup of account configuration and data.
  • Compliance with financial data protection regulations.

13. Best Practices for Account Management #

• Consistent Naming – Use clear, standardized naming conventions for all accounts.
• Proper Classification – Ensure accounts are correctly categorized by type and sub-type.
• Regular Reconciliation – Reconcile account balances with external statements monthly.
• COA Integration – Maintain proper links between payment accounts and chart of accounts.
• Balance Monitoring – Review account balances regularly for unusual activity.
• Documentation – Maintain detailed documentation for all accounts and their purposes.
• Periodic Review – Regularly review account structure and eliminate unused accounts.
• Backup Procedures – Ensure account data is properly backed up and recoverable.

14. Troubleshooting Common Issues #

15. Done! 🎉 #

You can now effectively manage payment accounts, resolve Chart of Accounts linking issues, monitor account balances, and maintain proper financial controls for your restaurant’s payment processing and financial management!