Cash Access (User Cashbooks)

Overview

Cash Access is an admin-only feature for creating personal cash accounts (cashbooks) for users. Each user who handles cash gets one CASH account, auto-named {userId}_{username} Cash. These cashbooks are then used in Contra transactions, bank deposits, and receipt/payment flows.

Cash Access is NOT a cash-in/cash-out register. The actual cash movements happen through Contra (User Cash acceptance, bank deposits) and Receipt/Payment (patient payments).

Access

Only users with the admin role can create or edit cash accounts. The pages are under Admin Dashboard (/admin/admin/cash-access/).

Granting Cash Access to a User

Step 1: Search for the User

Go to Admin Dashboard > Give cash access to users (/admin/admin/cash-access/search-create/0).
Browse or search for the user who needs a cash account.
Click the user to open the cash access form.

Step 2: Create the Cash Account

The form loads with the user's details pre-filled. Complete these fields:

Field	Required	Description
Prefix	Yes	Mr, Ms, Mrs, Dr, etc.
First Name	Yes	Auto-filled from the user's profile
Last Name	Yes	Auto-filled from the user's profile
Opening Balance	Yes	Initial balance for the cashbook (typically 0)
isActive	Yes	Checked by default — uncheck to deactivate

The accountName is auto-generated as {userId}_{username} Cash (e.g., "5_John Cash" for user ID 5 with username "John"). The accountType is always CASH.

Click Submit. The cash account is created and the user can now accept cash, make deposits, and record payments against their cashbook.

Editing a Cash Account

Go to Admin Dashboard > Cash Access users of your organization (/admin/admin/cash-access/search-edit/0).
Browse or search for the user whose cash account you want to edit.
Click the user to open the edit form.
Modify fields as needed — update name, change active status, or adjust opening balance.
Click Submit.

Common Edits

Deactivate a cashbook: Uncheck isActive and submit. The account won't appear in dropdowns but stays in historical records.
Fix opening balance: Adjust the opening balance if it was entered incorrectly during creation.

Where Cash Accounts Are Used

Once a cash account is created, it appears in these flows:

Flow	How the Cash Account Is Used
Contra — User Cash	Accept cash into your own cashbook from another cash account. Dr is fixed to your cash account. See Contra Transaction.
Contra — Bank Deposit	Deposit from your cash or digital account into a bank. Only your own cash account appears in the source dropdown. See Contra Transaction.
Receipt (Patient Payment)	Record patient payments received into your cash drawer. See Bill Transaction.
Vendor Payment	Pay vendors from cash. Money leaves your cash account. See Purchase.

FAQ

Q: Who can create cash accounts? A: Only users with the admin role. The cash access pages return Forbidden for any other role.

Q: Can one user have multiple cash accounts? A: No. Each user gets one cashbook. The account name follows the pattern {userId}_{username} Cash.

Q: How do I deactivate a cash account? A: Go to the cash access edit page, uncheck isActive, and submit. The account remains in historical transactions but won't appear in dropdowns for new vouchers.

Q: What happens if a user doesn't have a cash account? A: They won't be able to accept cash (Contra User Cash), record patient cash payments, or make bank deposits from cash.

Q: Does the opening balance affect existing transactions? A: No. The opening balance sets the starting point for the cashbook. All subsequent transactions add to or subtract from this balance.