Transfers and payments — funds control and cash orders

The funds transfer is the most used form in the software, and everything else that moves money is a variation of it. This episode walks you through a complete transfer, then shows you the funds control queue that answers «has the money actually landed?», and the cash order that splits the job between the person who decides and the person who counts.

What you will learn

• Where the funds transfer sits among the other money-moving forms
• How to record a transfer with a separate commission for each side
• Why the tracking code and the attached receipt matter months later
• What the awaiting collection and draft checkboxes really do
• How to handle money that arrives from an unclear sender
• How the cash order lets the manager write the task and the teller post the document

Step by step

Know the family of forms

All of these forms move money; they differ in who, to whom, and when. The funds transfer is the general one — one account to another, in a single step. Funds control follows the question «the receipt arrived, but has it cleared?». The payment commitment settles a large amount in instalments. And the crypto transaction is the same transfer, except its amount is read from the chain.

Fill in from whom and to whom

The logic of the form is simple: from whom, and to whom. Pick the payer — Persepolis Exchange — and the receiving side, our RBC account. Then the currency and the amount: Canadian dollars, ninety two thousand.

Enter the commission for each side

Commission here has two sides, and that distinction matters: what you take from the payer is not the same as what you take from the receiver. This is where you record who paid the wire charge — and both are booked to their own income accounts.

Write the tracking code and attach the receipt

Don't leave the tracking code empty: the bank's reference number or the wire reference. In six months, when somebody asks about an amount, this is what you'll search by. You can attach the image of the receipt to the document as well.

Choose the two checkboxes and post

Two checkboxes sit at the bottom of the form:

• Awaiting collection — the receipt has arrived but you haven't seen the money land yet. Tick it and the document joins the collection queue.
• Draft — the document is saved but touches no balances until it's approved.

Write the description and post it. You see the effect immediately in the statement: the payer's balance went down, the receiver's went up. Total debit equals total credit, exactly as in core concepts.

Use the unknown party when the sender is unclear

What if a wire lands in your account and you don't know where the money came from? There is a ready account for exactly this: the unknown party. You post the document against it, the books stay balanced, and the money doesn't hang in the air. When the owner turns up, you edit the document and correct the party — with a trail, exactly as in fixing mistakes.

Work the transfer list

The transfer list is your end-of-day tool as well: who paid, who received, in which currency, what the tracking code is, whether it has cleared. With the filters, you find the document you want in seconds.

Empty funds control every day

The checkbox you ticked earlier brings documents here. These are receipts that arrived, but whose money you have not yet confirmed landing. Each row has two buttons: if the money landed, you say collected and the document leaves the queue; if there's a problem — the amount doesn't match, the receipt doesn't check out — you flag it and the record stays under watch.

If you take the bank statement in the morning and want to confirm ten of them at once, don't do it one by one: tick the rows and confirm them together. It takes a real bite out of the daily workload. The in-app page help (the ? icon at the top of the page) has more detail.

Write a cash order and let the teller execute it

In most offices the person counting the money is not the person writing the document. The manager writes the order — it is not a financial document yet, only a task. On the order form you pick the direction (are we receiving from the bearer, or paying the bearer?), then the account it belongs to, then the currency and amount — fifteen thousand Canadian dollars. Write the bearer's name too, because that is the person who will collect the money, not necessarily the account holder.

Add the description and save. Notice that at this point not a single balance has changed; a task has simply landed on the teller's desk. The teller sees the order in the list, counts the money and presses execute — and the document is posted at precisely that moment.

Tips

• Write the tracking code on every transfer. It is the fastest way back to a document when somebody asks about an amount months later.
• Tick awaiting collection whenever you are not sure the money has landed, and empty the funds control queue every day.
• Confirm collections in batches when you go through the morning bank statement — ticking rows and confirming together is far quicker than row by row.
• With a cash order, responsibility is split in two but the record stays single and complete. Even when the person counting and the person recording are different people, counting and recording never drift apart.

FAQ

What if money arrives and I don't know who sent it?

Post the transfer against the unknown party account. The books stay balanced and the money is recorded rather than hanging in the air. When the sender is identified, you edit the document and correct the party, and the change leaves a trail.

Why isn't the receipt I recorded showing in funds control?

Because only documents with the awaiting collection box ticked join that queue. If you posted the transfer without ticking it, the document is complete and the balances have moved — it simply isn't being watched for clearing.

What does the draft checkbox change?

A draft document is saved but touches no balances until it is approved. Use it when the entry needs someone else's confirmation before it affects anyone's account.

How is a cash order different from a normal transfer?

A normal transfer posts immediately. A cash order is only a task until the teller executes it — no balance changes when the manager writes it. The accounting document is created at the moment the teller counts the money and presses execute.