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Where collected money goes

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Availability

Accounting and vault links — enabled per workspace. Configured by a workspace administrator.

Post a collection into the customer’s account balance, and into a cash vault, so both the customer’s ledger and the company’s cash tracking reflect the money that came in.

Before you start

  • Linking to accounting and linking to a vault are two separate actions — a collection can be linked to one, both, or neither.
  • Back-dating the transaction (recording it as if it happened on an earlier date) requires an additional admin permission. Without it, the date you request is silently replaced with today’s date — no error is shown.

Steps

  1. Open the collection’s details.
  2. Choose Link to accounting to post it to the customer’s account, or Link vaults to post the amount into a chosen vault (the amount is prefilled).
  3. Confirm the prompt.
  4. To reverse either link, use the matching undo action from the same menu. The linked entry is reversed and the link action becomes available again.

What can go wrong

A back-dated transaction shows today’s date instead. You need the permission for custom accounting dates. Without it, your requested date is replaced with today’s — check with your administrator if you need to record historical dates.

You can’t void a paper receipt collection that’s linked. Undo the accounting and/or vault link first — see Void a paper receipt.

Editing a linked collection’s amount changes the ledger. Changing the amount on a collection that is already linked re-issues its accounting and vault entries (using the original dates) rather than blocking the edit — double check amounts before linking if this matters to your workflow.