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Guide to Bank Accounts & Cash Flow Ledger Management

This guide provides a comprehensive step-by-step walkthrough for store owners, accountants, and cashiers on creating bank accounts, cash drawers, monitoring automated inflows/outflows, executing internal transfers, and performing real-time account reconciliation on MaxSeller.

🌟 1. Overview & Operational Benefits​

MaxSeller's Financial Accounts & Cash Flow Ledger module eliminates unstructured cash tracking:

  • Centralized Account Management: Distinctly manage corporate bank accounts, cash drawers at POS registers, and e-wallets.
  • Automated Cash Flow Streams: Sales orders, customer receipts, vendor payments, and payroll disbursements automatically debit or credit the designated account.
  • Real-time General Ledger: Inspect granular transaction histories mirroring an online bank statement.
  • Secure Internal Transfers: Move funds between funds (e.g., depositing POS drawer cash into a bank account) without skewing revenue or expense metrics.
  • Rapid Statement Reconciliation: Instantly reconcile system balances against Internet Banking and physical cash counts.

🚀 2. Step-by-Step Operational Guide​

📌 Step 1: Create New Bank Accounts / Cash Drawers​

  1. Navigate to Finance & Cash Flow ➔ Select Financial Accounts (path /financial-accounts).
  2. Click the + Add Account button.
  3. Fill in the configuration modal:
    • Account Type: Select one of 3 types:
      • Bank: Corporate or business checking accounts.
      • Cash: Cash registers, POS drawers, petty cash funds.
      • EWallet: Digital payment wallets.
    • Display Name: Memorable label (e.g., "Main Bank Checking", "POS Register 1", "Vendor Payments Account").
    • Bank Provider: Select banking institution with logo.
    • Account Number: Enter account number or registered phone ID.
    • Account Holder Name: Full name in uppercase (e.g., JOHN SMITH).
    • Currency: Select base currency (USD, THB, LAK, VND).
    • Opening Balance: Physical cash/balance available upon start date.
    • Set as Default Account: Auto-selected during order checkouts and receipt creation.
    • Allow Negative Balance: Permit account balance to drop below zero if enabled.
  4. Click Save Information.

📌 Step 2: Automated Cash Inflows & Receipts​

1. Inflows from Orders (POS / Chat):​

  • When creating an order, staff selects Bank Transfer as Payment Method.
  • System displays the Receiving Bank Account dropdown (defaults to store primary account).
  • Customer scans the Dynamic Payment QR Code.
  • Once marked as paid, the system credits the funds to the selected bank account immediately.

2. Inflows from Receipt Vouchers (Receipt Voucher):​

  • Go to Finance ➔ Receipt Vouchers.
  • Click + Create Receipt, select income reason (Debt collection, Asset sale, Interest).
  • Select receiving account and approve to record an In entry in the account ledger.

📌 Step 3: Outflows, Vendor Payments & Payroll​

  1. Go to Finance ➔ Select Payment Vouchers (or initiate from purchase orders / payroll cycles).
  2. Select Source Account:
    • Cash payment for courier / minor expense: Select POS Cash Register.
    • Wire payment to supplier or payroll: Select Corporate Bank Account.
  3. Enter amount and attach invoices/receipts.
  4. Upon approval:
    • Account balance is deducted (-Amount).
    • An Out transaction is written to the ledger.

📌 Step 4: Internal Fund Transfers (Internal Transfer)​

Use when transferring funds between your own accounts:

  • Cashier deposits day-end POS cash into the bank account.
  • Withdrawing bank funds to replenish branch petty cash.
  • Moving funds between operating accounts to settle supplier invoices.

Transfer Steps:​

  1. On the Financial Accounts screen, click ⇆ Internal Transfer.
  2. Enter transfer details:
    • From Account (Source): Account to be debited.
    • To Account (Destination): Account to be credited.
    • Transfer Amount: Net sum transferred.
    • Transfer Fee (if any): Bank wire fee.
    • Note: (e.g., "End-of-day cash deposit August 27").
  3. Click Confirm Transfer.
Accounting Principle

Internal transfers DO NOT increase Revenue and DO NOT increase Expenses. The Profit & Loss (P&L) statement remains completely unaffected.

📌 Step 5: Account Statement Ledger (Statement)​

  1. In the account list, click any account to open its Account Ledger.
  2. Summary KPI Bar:
    • Opening Balance (B_start): Balance at beginning of period.
    • Total Inflows (Total In): Sum of credits in period.
    • Total Outflows (Total Out): Sum of debits in period.
    • Closing Balance (B_end): B_end = B_start + Total In - Total Out.
  3. Filter by date, flow direction, or drill-down into source documents (Orders, Invoices, Receipts).

📌 Step 6: Bank Reconciliation Workflow​

StepActionObjective
1Open Account Ledger on MaxSeller for target period.Retrieve system recorded balance.
2Open Banking App / Count physical cash drawer.Retrieve real-world actual balance.
3Compare balances:
• Equal: 100% reconciled. Click Lock Reconciliation.
• Difference: Check transaction logs for missing vouchers or duplicates.		Detect and resolve daily discrepancies immediately.