Dashboard → Finance → Money Movements is where money moves between the school's accounts, out to someone else, or in from outside. Each movement is one record that posts to both sides at once, so your account balances always agree with each other.
The three kinds
| Kind | Use it when | Posts |
|---|---|---|
| Transfer between accounts | Money moves from one of your accounts to another — banking the day's cash, topping up a petty cash float, moving to mobile money | A debit on the source and a matching credit on the destination |
| Withdrawal | Money leaves your accounts to someone outside the school's books | A debit on the account it left |
| Deposit / funding | Money arrives from outside the school's books — a grant, canteen or farm takings, a loan | A credit on the account it landed in |
A deposit also asks where it came from. That tag is what drives the income register, so every deposit needs one.
Fee payments and expenses are not movements — they already post to an account on their own. Use Record payment and Expenses for those.
Recording a movement
- Go to Dashboard → Finance → Money Movements and click Move Money. (You can also start from an account's page with Transfer or Withdraw, which pre-fills that account.)
- Pick what kind of movement it is. The form changes to ask only for what that kind needs.
- Choose the accounts. Each option shows its current balance.
- Enter the amount, and the charge if the bank or mobile money operator took a fee. Both fields group with thousand separators as you type.
- Pick how the money moved and add the reference — a cheque number, deposit slip number, or transaction ID. Cash and internal movements need no reference.
- For a withdrawal or a deposit, record who received it or who it came from.
- Say what it's for, check the date, and click Record Movement.
Before you save, the panel at the bottom shows what each account's balance will be afterwards. If the source can't cover it, it says so there rather than after you've clicked.
Charges are their own line
A fee is charged on top of the amount, never taken out of it. Transfer 100,000 with a 2,500 charge and the destination receives the full 100,000 while the source loses 102,500. The fee appears as its own line on the account statement, so it can be seen and totalled as the cost it is.
On a deposit, the fee comes out of the account that received the money.
Fixing a typing error
A movement has two halves, and they are fixed in different ways. Click Correct on the row to reach both.
The details — saved straight away
The purpose, the reference, who it was with, the income source, and the notes are labels on the record. Getting a cheque number wrong doesn't move any money, so fixing it doesn't either: edit it, save, and it's done. The change is stamped on the movement's History with the old and new values, and the account statement's wording is updated to match.
The figures — need approval
The amount, the charge, the accounts, and the date are the money. Changing any of them re-posts the ledger, so a bursar raises it as a request and the headmaster decides — the same way a fee payment adjustment works.
- Click Correct on the movement and open the Figures section.
- Change what was mistyped. Anything you leave alone stays as it is.
- Say what went wrong, attach the correct slip if you have one, and click Submit for approval.
- The headmaster reviews it under Finance → Adjustments → Money movements and approves or rejects.
On approval the original is un-posted in full and a corrected movement is posted in its place. The original stays visible marked Corrected, so the statement reads original → reversal → replacement and the correction is part of the history rather than hiding it.
A correction always re-posts the charge, so enter the fee the bank actually took — not the difference. That is the opposite of a reversal, where the fee is kept by default.
Only one correction can be open on a movement at a time, and a movement can't be reversed while one is waiting for a decision. Rejecting a request changes nothing and frees the movement for another attempt.
Cancelling a movement outright
A movement that should never have happened is reversed rather than corrected — use this when the money genuinely needs to come back, not when a figure was mistyped.
- Find the movement in the register and click Reverse.
- Give a reason. It's stored on the record.
- Confirm.
A compensating movement is posted with every direction flipped, and the original stays visible marked Reversed. Both remain on the account statements, so the reversal is part of the history rather than hiding it.
By default the charge is not refunded — the bank kept its fee even though the transfer was wrong. Tick the box only if the fee was never actually charged.
A reversal is a real movement of money back, so it needs the balance to be there. If the destination account has already spent what it received, the reversal is refused until there's enough to send back.
Things to know
- Only Admin, Headmaster and Bursar can see or record movements.
- Both accounts in a transfer must hold the same currency.
- A movement can't be dated in the future.
- A movement can only be reversed once.
- Only a bursar or admin can raise a correction; only a headmaster or admin can decide one.
- A reversal can't itself be corrected — correct the original instead.
- History on any row shows who recorded it, who edited what, and every correction raised against it.
- Manual Entry on an account page touches that account only. If money moved between two of your accounts, record a movement instead — a manual entry leaves the other side unrecorded and your totals drift.
- The Cash Book tab shows every credit and debit across all accounts, whatever produced them.
- Filters sit behind the sliders button next to the search box. When any are set, the button shows how many, and a Clear button appears beside it.