Treasury

Treasury shows where your clinic's money is. You create one cash account for each place that holds money:

• Cash drawer: the cash at the front desk.
• Bank account: a bank account of the clinic.
• Wallet: a mobile or online wallet, for example Vodafone Cash or InstaPay.

Each account has a running Balance. Every movement of money is a transaction in the account's ledger. Money comes in when staff record an invoice payment, and when you record income or a transfer. Money goes out when you record an expense or a transfer.

Treasury is a simple cash ledger. It is not full accounting software: there is no chart of accounts, no bank import and no export.

Before you start

• The Treasury module must be installed. In the sidebar, under Administration, click Modules. Treasury comes with the Pro plan and can be added to Basic. See Modules.
• You find Treasury in the sidebar, in the Sales & Billing group. Click Treasury to open its pages: Cash Accounts, Transactions, Transfers and Cash Position.
• What you can do depends on your role:

Staff only see the pages and buttons they can use. For example, a Member without Transfer between cash accounts doesn't see Transfers in the sidebar. See Staff & roles.

Add an account

1. Go to Treasury → Cash Accounts.
2. Click New Account. If you have no accounts yet, click Create your first account.
3. Fill in the New cash account form:
   • Name: a name your team recognizes, for example "Front desk drawer".
   • Type: Cash drawer, Bank account or Wallet.
   • Currency: the 3-letter currency code, for example EGP or USD. You can't change it later.
   • Branch (only when the Branches module is on): the branch whose staff use the account, or Organization-level for an account the whole clinic uses.
   • Opening balance (optional): the money in the account today. It can't be negative.
   • Set as default account for this currency: turn this on for the account that should receive payments in this currency by default.
4. Click Create account.

If you enter an opening balance, MediSync records it as the account's first transaction, an Adjustment called "Opening balance".

Each currency can have only one default account. When you make an account the default, the previous default for that currency stops being the default.

An account's branch decides which staff can use it. Staff with the Member base role see the accounts of the branches they are assigned to. Staff who aren't assigned to any branch see Organization-level accounts instead. Without the Branches module, every account is Organization-level and no one is assigned to a branch, so everyone can use them. You can't change an account's branch later.

Edit or archive an account

1. On Treasury → Cash Accounts, click Edit on the account's row.
2. Change the Name, or turn Set as default account for this currency on or off.
3. Click Save changes.

You can't change an account's type, currency or balance here. To correct a balance, record an Adjustment (see below).

To stop using an account, archive it:

1. Open the account with Edit.
2. Under Status, click Archive.
3. Click Archive account to confirm.

An archived account accepts no new transactions and doesn't appear on Transfers. On Transactions it is marked "(archived)", so you can still read and reverse its transactions. Its balance still counts in Cash Position. You can't delete an account.

To see archived accounts, click Show archived on the Cash Accounts page. To use an archived account again, open it with Edit and click Restore.

See an account's transactions

1. Go to Treasury → Transactions.
2. Pick the account in the list at the top. The list shows each account with its current balance. Archived accounts are marked "(archived)".

The ledger shows the newest transactions first, 20 per page. Each row shows the Date, Description, Type and Amount. Money in has a plus sign; money out has a minus sign.

You can't filter the ledger by date or type, and you can't export it.

Record income, an expense or an adjustment

Use this for money that doesn't come from an invoice, for example rent, supplier payments or a cash count difference.

1. Go to Treasury → Transactions and pick the account.
2. Click Record Transaction.
3. In Record a transaction, choose the Type:
   • Income: money received. Direction changes to Money in.
   • Expense: money paid. Direction changes to Money out.
   • Adjustment: a correction, for example after you count the drawer. Choose Money in or Money out yourself.
4. Enter the Amount. It must be more than zero.
5. Add a Description (optional) so your team knows what it was.
6. Click Record transaction.

The transaction gets today's date. You can't choose an earlier date.

Reverse a transaction

You can't edit or delete a transaction. To cancel one, reverse it. Reversing adds a new transaction for the same amount in the opposite direction, so the balance goes back and the history stays complete.

1. Go to Treasury → Transactions and pick the account.
2. Click Reverse on the transaction's row.
3. Click Reverse transaction to confirm.

The new row has the type Reversal, and the original row shows Reversed instead of the Reverse button. You can reverse a transaction only once, and you can't reverse a reversal. If you reversed by mistake, record the transaction again.

Transfer money between accounts

Use a transfer when money moves between your own accounts, for example when you take the day's cash from the drawer to the bank.

1. Go to Treasury → Transfers.
2. Choose the From account and the To account.
3. Enter the Amount.
4. Click Transfer.

Both accounts must use the same currency. The transfer adds two rows of type Transfer: money out of the first account and money in to the second. There is no separate list of past transfers; you find them in each account's ledger on Transactions.

See your cash position

Go to Treasury → Cash Position. Archived accounts are included.

• One Consolidated card per currency, for example Consolidated · EGP, shows the total of all your accounts in that currency. Balances in different currencies are never added together.
• One card per branch and currency shows that branch's total, for example Main · EGP. Accounts without a branch are on the Organization-level cards.

How invoice payments reach Treasury

When staff record a payment on a client invoice, the Record payment form has a Deposit to account field (only when Treasury is installed). It lists the active accounts in the invoice's currency and selects the default account for that currency, or the first one if there is no default.

When the payment is saved, MediSync adds an Income transaction to that account, with the description "Invoice payment" and the method. The account's balance goes up straight away.

• For card and bank transfer payments, MediSync also records your bank fee as an Expense on the same account, if you set a bank fee rule (see below).
• If no account matches the invoice's currency, the form shows "No account matches this invoice's currency — create one in Treasury first." The payment is still recorded on the invoice, but nothing reaches Treasury. Create an account for that currency to avoid this.
• Staff who record payments only see the accounts their role can view. If the list is empty for them, their payments don't reach Treasury. Assign them to the account's branch, or give their role View cash accounts. Staff with no branch assignment can use Organization-level accounts.

When you refund an invoice, MediSync adds an Expense for the refunded amount to the account where the invoice's latest payment was deposited. If no payment of the invoice reached Treasury, the refund doesn't either.

You can't void an invoice that has payments. Refund the payments first, then void it.

Set bank fees

Your bank or card processor often keeps a fee on card and bank transfer payments. Add a rule so Treasury shows it:

1. Go to Treasury → Cash Accounts. Under Bank fees:
2. In Account, choose one account, or All accounts.
3. In Payment method, choose Credit card or Bank transfer.
4. Enter a Percentage (%), a Flat fee, or both.
5. Click Add rule.

When such a payment is deposited into an account, MediSync adds an Expense for the fee on that account. A rule for one account wins over the All accounts rule. Adding a rule for the same account and method replaces the old one. To stop a fee, click Remove on its row.

Only people who can manage cash accounts see Bank fees.

For the payment steps, see Take a payment. For invoice set-up, see Invoices.

Common problems

I don't see Treasury in the sidebar. The Treasury module is not installed, or your role can't view cash accounts. Ask your clinic Owner.

"Treasury isn't available for your role, or the module is off for this organization." You opened a Treasury page that your role can't use. Cash Position and Transfers in particular need extra permissions.

I can't record a transaction on an account. The account is archived, or your role can't post to it. See the table in Before you start.

A refund shows an error about an archived account. The money of that invoice was deposited into an account that is now archived. Restore the account, refund, then archive it again.

"Both accounts must use the same currency." You can only transfer between accounts in the same currency.

"Choose two different accounts." From account and To account are the same.

A payment didn't appear in the account's ledger. The payment was recorded without a Deposit to account, for example because no account matched the invoice's currency. Record an Income on the right account for that amount.