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)
- Type the name (an 8-digit ID number is generated automatically).
- Leave the account type as "Customer".
- Attach the phone number and, if there is one, the customer's WhatsApp group (your own WhatsApp must be connected).
- Save — from this moment it's selectable in every form.
Fields
| Field | Description |
|---|---|
| Account name | In the system language; also indexed for Finglish (Latin-script Persian) search. |
| Account type | The account's category. System account types can't be changed. Changing the category assigns a new number in the destination category. |
| Phone | For customers; also used in search. |
| WhatsApp group for this account | The group this account's reports are sent to; search using your own connected WhatsApp. |
| Network and wallet address | Specific to digital wallets; the basis for recognizing your own wallet in crypto transaction inquiries. |
| Name in other languages | Translation of the name for display/multilingual messages; "Auto-suggest" transliterates it. |
| Note | Internal remark. |
| Account is active | Inactive = doesn't appear in selection lists (its history is kept). |
| Account is hidden | Only users with the "View hidden accounts" permission can see it (e.g., a staff account). |
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.
Customer credit limit
On a customer you can set a "credit limit" (in the reference currency). If the customer's debt exceeds this cap while posting any document, the posting is not blocked — the operator gets an instant warning and the case also appears in the manager's "Credit limit breaches" dashboard card. Leave empty for no limit. (Limits set in Hamyar carry over on import.)
- Duplicate names are refused: if an account of the same type already carries that name (normalised for Arabic ي/ك, ZWNJ and extra spaces), saving stops and the existing account number is shown — even when that account is inactive or archived. For genuinely identical names, make them distinct (add a father’s name or a city).
Blocking an account
At the bottom 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.