Accounts
Accounts are the hospital’s money accounts inside the suite, such as a main operating account or a project account. Each has a balance that goes up when funds are added and down when a payment voucher from it is paid.
These are the suite’s own running balances, kept up to date by what is recorded here. They are not a live link to the bank. Reconcile them with the bank statement.
Screens
| Screen | Where | What it is for |
|---|---|---|
| Accounts | Menu › Finance | Every account, with total and average balance. Active accounts are shown by default. |
| Create account | Create account | Open a new account. |
| Account page | Select an account | Balance, analytics and every transaction. Add funds and Transfer are at the top. |
| Add funds | Add funds on the account | Record money coming into the account: Amount, Description (optional), Reference (optional). |
| Transfer funds | Transfer on the account | Move money to another account: Destination account, Amount, description and reference. |
- Create account. Needs Create Accounts.
- Totals. Total accounts, Active accounts, Total balance and Avg balance.
- An account. Name, code, currency, balance and status. Select it to open it.
- Balance. The current balance, whether it may go negative, and the description.
- Analytics. Total inflow, Total outflow, Transaction count and Payments (paid).
- Transactions. Date, type, description, amount and reference, filterable by type.
Who can use it
| Permission | Allows | Held by (UATH roles) |
|---|---|---|
| View Accounts | See accounts, balances and transactions. | Finance officers, DFA, Billing officers, CMD & executive offices, Head of Audit |
| Create Accounts | Open new accounts. | Finance officers, DFA, Billing officers |
| Edit Accounts | Change account details. | Finance officers, DFA, Billing officers |
| Manage Accounts | Add funds, transfer between accounts, deactivate accounts. | System administrators only, unless given to a role |
| Export accounts | Download accounts and transactions as CSV. | Finance officers, DFA, Billing officers |
No standard UATH role includes Manage Accounts, so Add funds and Transfer are hidden for finance staff until an administrator adds it to the right role in Role & Permissions.
Key fields
- Account Name
- e.g. Main Operating Account.
- Account Code
- A short unique code, e.g. OP-001.
- Currency
- e.g. NGN.
- Description (optional)
- Allow negative balance
- When off, a voucher cannot be paid from the account if the balance is too low (Insufficient account balance).
Transaction types
- Deposit
- Funds added.
- Withdrawal
- Funds taken out.
- Transfer In / Transfer Out
- The two sides of a transfer between accounts.
- Payment
- A payment voucher paid from the account with Mark as Paid.
An account’s status is Active or Inactive. Only active accounts can be chosen as a voucher’s Payer Account, and funds cannot be added to or moved from an inactive one.