Finance Module
Where money actually moves: receive payments from customers, pay suppliers, allocate against invoices, and reconcile the bank.
What's in the Module
● Customer receipts
● Supplier payments
● Allocation against invoices
● Multi-currency payments
● Post / reverse payments
● Bank reconciliation (import + auto-match)
Payments
Both customer receipts and supplier payments live on the same Payments screen. They differ only in direction.
Recording a payment
- Choose customer or supplier
- Pick the payment method (Cash, Card, Mobile Money, Bank Transfer, Cheque)
- Enter amount, currency, date, and reference (cheque number, etc. if required)
- Allocate the amount against one or more outstanding invoices — or leave on account
- Save as draft, then Post to commit it to the ledger
Outstanding invoices: The system fetches the list of unpaid invoices for the customer / supplier so allocation is point-and-click — no manual look-ups.
Reversal: Admins can reverse a posted payment if it was a mistake. The reversal posts an offsetting entry and the audit trail records who did it and when.
Bank Reconciliation
Match the bank's view of the world to the system's view, find the gaps, and close them off.
Workflow
- Create a reconciliation for a bank account and statement period
- Import the bank statement (CSV)
- Preview the imported lines before committing
- Auto-match — the system pairs bank lines with system payments by amount and date
- Manual match / unmatch for anything auto-match got wrong or missed
- Add adjustments for bank charges, interest, or items not yet booked
- Complete when the bank balance and the system balance agree
- Lock the completed reconciliation so it can't be tampered with (unlock if needed)
Multiple reconciliations can be in progress at once — typically one per bank account per month.
How Finance Connects
- Sales: Allocating a receipt to an invoice updates the invoice balance and ages the receivable correctly.
- Purchasing: Paying a supplier invoice clears the payable the same way.
- Accounting: Posting a payment creates the matching journal entry (DR cash / CR receivable, or DR payable / CR cash).
- Foundation: Each payment method is linked to a chart-of-accounts entry — that's how the system knows which account to debit / credit.
Best Practices
- Allocate, don't leave on account: Always tie a receipt to one or more specific invoices so the ledger stays clean and customer statements make sense.
- Reconcile every month: The longer you wait, the more painful unmatched items become.
- Lock completed reconciliations: Prevents accidental changes that throw the bank balance out.
- Use payment references: For cheques, EFTs, mobile money — recording the reference makes bank-matching faster later.