Choose the account on a payment

Every form that moves money asks which account it used. Choosing the right one keeps each account’s balance in Spine the same as the bank’s, and makes reconciling quick.

Who can do this

Anyone who can record the payment, expense, refund or tax payment. You don’t need a banking right to choose the account: without View bank balances and registers, the picker lists account names without balances.

1. Open the form — For example Record payment, a vendor payment, Pay bill, an expense, a customer refund or a tax payment.

2. Find the account field — Money coming in has Paid into. Money going out has Paid from. Each lists your active money accounts.

3. Check the suggestion — If you’ve used an account on this kind of form before, it’s already chosen, with “Last used by you” under it. Otherwise your organisation’s default account is chosen.

4. Change it if needed — Pick the account the money really went into or came out of, then finish the form as usual.

The Record a payment dialog with the Paid into account picker

What happens next

The money shows in that account’s register and its balance changes. On a recorded payment, the account is shown next to the method, for example “Paid into First Coastal — Operating”. It can’t be changed afterwards.

Paying with a card

When an expense is paid by business card, choose the card account under Paid from. The expense then adds to what’s owed on the card instead of coming out of the bank. When you pay the card off, record a transfer from the bank to the card.

Expenses from the field app

Expenses submitted on the phone use your organisation’s default account. Whoever approves the expense can change the account before approving it.

Archived accounts aren’t offered. See Archive or restore an account.