Add cash and bank accounts and record payments
Finance in Keelvy is a record of what you tell it: money in, money out and money moved between your own accounts. It is not a bank feed, so a balance is what you recorded.
Add an account
Section titled “Add an account”- Open Finance & team → Finance and click Add account in the Accounts section.
- Enter the Account name (for example Main bank or Cash drawer), the Type (Cash or Bank) and the Currency. The currency must be enabled in Settings → Currency.
- Enter the Opening balance.
- Under Owner, choose the Company that holds the money in this account. Add a company in Settings → Legal entities if the list is empty.
- If you want, link a Bank account on file. It ties the balance to the bank details printed on that company’s invoices.
- Click Add account.
Give every account a company. Payments through an account with no company are left out of that company’s statements and its cash-basis profit and loss.
The Accounts table shows each account’s type, currency, opening balance, current balance and the company it belongs to. Use Edit account to change details. Recorded payments are not affected. Archive account keeps recorded payments, and the account stops being available for new ones.
Record a payment
Section titled “Record a payment”- Click Record payment.
- Choose the Account, the Direction (Money in or Money out), the Partner type (Customer or Supplier) and the Partner.
- Enter the Amount, Currency and Date, and a Note if you want.
- Click Record payment.
A payment from a customer reduces what they owe. A payment to a supplier reduces what you owe. See See what customers owe and what you owe suppliers.
To mark a sales order paid in full, select it in Sales → Orders and click Mark paid. Keelvy records the order’s remaining balance as a customer payment into your default account. Orders skipped for no customer or no default account are reported.
Move money between accounts
Section titled “Move money between accounts”- Open the menu beside Record payment and click Move money.
- Choose the From and To accounts. They must be different. They can belong to different companies.
- Enter the Amount, and the Date (empty means today).
- Say what it is for under Purpose: Own funds, Supply, Service or Other. Pick a Counterparty or write a Reason. Keelvy will not save a transfer nobody can explain later.
- Click Move money.
If the two accounts use different currencies, the amount that arrives is converted at the system rate. Set one in Settings → Currency first, or Keelvy says there is no rate. The transfers are listed under Money between accounts.
Closed months
Section titled “Closed months”Once a company’s books are closed through a date, a payment, transfer, expense or wage dated in that period is refused. See Close the books.