What a bank withdrawal records
A bank withdrawal is for the day you took cash out of your bank account and kept it in your cash box or till. Your books need to show that the bank balance went down and your cash balance went up. Billing records this for you, updating your accounts in Aicountly Smart Books.
Before you start
- Your profile must be allowed to move money between cash and bank. If it is not, the page tells you so.
- Your bank account and your cash account must already exist in Aicountly Smart Books. If one is missing, the page says two accounts are needed. Add the missing account in Aicountly Smart Books and it appears in the list.
- Check the company and financial year at the top of the page. A withdrawal must fall inside the year that is open.
Record the withdrawal
- Open Bank withdrawal. In the left menu, open Bank & cash and choose Bank withdrawal.
- Check the date. It starts with a date from your open financial year. Change it to the day you took the cash out. A date outside the year is refused with a message asking you to change the date or switch the year.
- Enter the amount. Use figures, up to two decimal places, and more than zero.
- Choose Bank account (taken from). Pick the account the cash came out of. If your profile can see balances, the available balance appears next to it.
- Choose Into cash account. Pick where the money went. If you have recorded withdrawals before, Billing may fill in the cash account you usually use. You can always change it.
- Add a reference. Use Reference / Cheque details for a cheque number, UTR or slip number.
- Add a note if you want. Notes (optional) take up to 500 characters.
- Save. Select Save withdrawal. A green message says Bank withdrawal saved successfully and shows the entry number. Select View the entry to open it.
Recording several withdrawals in a row
Select Save & New to save and start the next entry. Under Quick actions you also find New withdrawal, a Repeat option that fills in the two accounts from your last withdrawal (you still type the amount and reference), and View cash book. Clear empties the form and asks first if you have typed something.
Things the page warns you about
- More than the balance. If the amount is more than the balance Aicountly Smart Books shows, a warning appears under the bank field. You can still save if that account is allowed to go overdrawn.
- Possible duplicate. If you already recorded the same amount, date, bank and cash account, a yellow notice shows it. Select Look at the first before saving, so you do not record the same withdrawal twice.
- Company or year changed. If you switch company, branch or year while typing, the two accounts are cleared because they belonged to the earlier company. The amount, reference and note stay.
If saving does not go through
An error notice appears at the top. If the entry reached Billing but Aicountly Smart Books did not respond, a retry option appears. Retrying cannot record the withdrawal twice. If you try to leave the page with unsaved details, you are asked to confirm first.