Account Form (Create / Edit)

This is where every account gets its ID card — customer, till, bank, digital wallet, asset, or expense category. The more carefully you fill it in, the smarter the rest of the app behaves: phone number for search, WhatsApp group for automatic reports, wallet address for recognizing crypto transactions.

The form adapts to the selected account type: phone and credit limit appear only for customers, wallet network/address only for digital wallets, and the ledger folder only for non-customer types — showing only folders of that type's own section. "Name in other languages" is collapsed by default; click it to expand.

Step by Step (New Customer)

1. Type the name (an 8-digit ID number is generated automatically).
2. Leave the account type as "Customer".
3. Attach the phone number and, if there is one, the customer's WhatsApp group (your own WhatsApp must be connected).
4. Save — from this moment it's selectable in every form.

Fields

Notes

• An account can only be deleted if it has no vouchers and isn't a system account; deactivate it instead of deleting.

Hidden, Archived, Inactive — Which When?

There are three levels of reducing an account's presence, and they differ:

• Inactive: The account no longer appears in selection lists (its history and statement remain). For an account you no longer work with but should still be visible somewhere.
• Hidden: Concealed from ordinary users, but users with the "View hidden accounts" permission (like a manager) still see it everywhere. For sensitive accounts such as staff.
• Archived: Fully hidden — even you no longer see it in any report, table, dashboard, or account search. For a till/bank/account that was active for a while and that you now don't want cluttering things up. If you need it: from the General Ledger, tick "Show archived" to find it, view its statement, and bring it back with the "Unarchive" button. To record a transaction with an archived account, take it out of the archive first.

Blocking an account

In the “Access & display” section of the edit form, next to archiving, sits “Block this account” (with an optional reason). Blocking differs from archiving:

• Archiving hides the account everywhere.
• Blocking keeps the account in place — visible in customer lists and the statement with a ⛔ mark — but it accepts no new documents: it disappears from the pickers of trade/transfer/receipt forms, and any document reaching it another way is rejected with a clear message.

Reversals of past documents are exempt, so fixing an old mistake is never hostage to the block. “Unblock” restores everything. Both actions are recorded in the activity log.

The "WhatsApp group bio" field is a one-way mirror of the account group description: it is read from WhatsApp via the bulk button on "My WhatsApp" or the per-account refresh button, is not editable here, and nothing is ever written back to WhatsApp.

Allowed currencies (bank & digital wallet)

For bank accounts and digital wallets you can define an "allowed currencies" list. Once set, only those currencies — and their variants (e.g. "Tehran Dollar" under "USD") — can hit the account via transfers or trades; posting a document in any other currency stops with a clear error. Leave empty for no restriction. Correction documents are exempt so old documents can always be reversed.

Two hidden levels

An account’s hidden state has two levels:

• Level 1 — balance hidden: the account still appears in lists and pickers and documents can be posted to it, but users without the “View hidden accounts” permission cannot open its statement and its balance is never shown (form side panels, document pages, etc.). Good for income/expense accounts that daily operations need but whose figures are confidential. Balance-based reports (debtors, aging, general ledger, trial balance, treasury, currency holders, open items, customer stats), the dashboard and assistant answers also omit this account for users without the permission.
• Level 2 — fully invisible: for unauthorized users the account simply does not exist — it is absent from lists and search, and they cannot post documents to it. Good for capital, partners’ current accounts and staff accounts.

Holders of the “View hidden accounts” permission see everything normally at both levels.

Additional information (KYC) and the photos & documents file

The account form has three tabs, and day-to-day information stays within easy reach on the "Main" tab:

• Additional information: national ID, passport number, date of birth, occupation and address — all optional, all internal only; they never appear on any document or customer message.
• Photos & documents: the account's file. Upload a photo of the national ID card, passport, contract or any other document (image or PDF up to 10 MB) under a title of your choice. Files are private and only authorized signed-in users can view or download them; adding and deleting a document is also recorded in the activity log. This tab becomes available after the account is saved.

Confidential account with a list of authorized users

If you make the account hidden (level 1 or 2), the "Authorized users" field appears: the users on this list can see this one account despite it being hidden — in lists, on documents and on statements. This is finer-grained than the global "View hidden accounts" permission: you can show one sensitive account to a single person without letting them see every hidden account.

Several WhatsApp groups for one customer

If you share more than one group with a customer (say a main group plus toman-receipt and yuan-receipt groups), keep the main group in "This account's WhatsApp group" as before, and add the rest under "Read-only groups (receipt readers)" — search by name to add, remove with the × on each chip. Messages and receipts from all these groups land in this account's inbox and the smart inbox works on them, but sending (statements, balance images, open-item cards) always goes only to the main group.

• While opening mode is active, each account's edit page also has an "Opening balance" card: book or remove that account's starting balance right there (the full list is in Management → Opening balances).

• Statements to a personal number: in the WhatsApp-groups picker you can type a phone number with country code (like 98912…) instead of searching a group and pick "Send directly to number" — statements and balances go straight to that number's chat. The number is send-only; the inbox still reads groups only.

Customer credit limit

“Credit limit” (reference currency) has three meanings: empty = as per the customer group (unlimited if the group has no limit either); 0 = no credit, i.e. deliver only after collection; an amount = debt allowed up to it. The tick “unlimited, even if the group has a limit” exempts the customer from the group's limit. Recording a document is never blocked, it only warns; the real lock is on delivery: a transfer or payment order that would push the customer's debt (counting awaiting-collection receipts) over the limit is rejected, unless bypassed with permission and logged. The nightly “Customer credit limits” report lists those near or over.

Group policies on this form

Default trader, credit limit and the “awaiting collection” currency list come from the customer group when left empty here; whatever you fill in here overrides the group (“awaiting collection” via the “custom list” tick). The hidden status may also come from the group policy; changing it in this form makes it manual and the group no longer touches it.