Receipts and Payments do not show all the records

My staff facing some problems with the receipts & payments. When they search the past payments, they could not find the entries.

Example:

And when search them on my Administrator account, it has all the entries.

That means other users are restricted and don’t have access to certain Bank accounts or Cash accounts. Review their user permissions to the business entity.

Thanks for reminding me about the user permissions. I have test through the permissions, I discovered something and perhaps I need your advise on this.

Let says:
3 users - A, B, & C
User A (new staff) is assigned the Cash Account --> Cashier A (New account)
User B (new staff) --> Cashier B (new account)
User C (resigned) --> Cashier C

  1. Cashier A & B accounts are both empty because User A & B has yet to enter any data. However, when opened the receipts and payments, there are data to be seen. (If it is limited, I believe it should have no record)

Capture

  1. But when doing certain search ie date search 7/31 – user A & B were able to view this – only 4 records (wondered from which limited user accounts they are viewing, and why only 4 records)

Capture

  1. However User C who had enter more data, she has more records on her display.

  2. Now that User C had resigned, and we felt we should deactivate her account, the big question is how can we make her data/records seen in User A and B’s receipts and payments while only permitted to use their personal Cashier account? Or how to allow limited access users to be able to view each other records?

  3. If I give the permissions to User A to Cashier A, B, and C, surely she can view all that in the receipts and payments.

Our challenge this morning was our customer wanted her receipts of her previous payments. Our new staff could not find the records. After a long search, I accessed to my administrator account and managed find the receipts. It was quite a hassle. The bottomline is should I give her to the access of our resigned personnel?

Cash accounts should represent physical cash locations, such as cash tilt.

If you have 2 staff which both can receive cash from customers and they deposit cash into the same place (e.g. cash tilt), there should be just one cash account which they both have access to.

This way all your cashiers can access all cash transactions (including cash transactions created by staff which has resigned)

Thanks for your reply.

Actually the idea is not about the cash tilt or the cash register, it is about the setup for our cashiers and the records to be shared between each other.

First of all, in Indonesia, it is known of its ethical problem in the society. It is difficult to trust people in the handling of money. Issues like stealing, registered lower amount but collect higher amount and the difference goes into the pockets, these are some of the problems experienced here.

If we provide one cash account to 2 or more staff, it would be difficult to track where the missing money or the problems lie therein. If there is any problem, they would deny any wrongdoing and start to point finger at one another.

If we provide each one their personal cash accounts, they would only enter the transactions within their means of their personal accounts. And at the end of the day each of them will deposit the money to the Finance Manager according to the amount of their personal accounts and then the Finance Manager will verify the amount and Inter Amount Transfer the amount to the Company Cash account. The staff’s accounts will be 0 at the end of the day. This is the method we run our business to control our staff’s handling of money. Any problem will be directed to the staff who violates it.

It is also possible to rename the resigned staff’s cash account to give to the newly hired staff. But we would preferred to protect the integrity works of the resigned staff and deactivate it. This is to say, if we deactivate it, all the transaction entries from the resigned staff should be able to view by all other staff if we have to do an audit or search for the record by the new staff.

I hope you could understand my dilemma.

In your situation, deactivating a cash account when a cashier leaves sounds prudent. That is easily done by editing the cash account in the Cash Accounts tab. When you deactivate a cash account, it disappears from the list of available accounts when creating a new transaction. But the receipts and payments posted to it in the past do not disappear in the Receipts & Payments tab. So if you want to find a list of cash receipts from a specific Payer (the customer), you can easily do so, as long as you have permission to view the Receipts & Payments tab.

Based on what you have said, I don’t see why you would have any problem.

@Tut, Please test the Receipts and Payments tab on your end by deactivating a user. From my end, when I deactivated a user, the other users could not view any of the transactions from the deactivated user. Yes the transactions do not disappear from the Manager, but the other users could not view it except for the administrator.

I did not mention deactivating the user. I suggested deactivating the cash account a departed cashier had been using.

Sorry, I actually mean the same thing – deactivating user as to inactive the cash account. The following shows between the active and the inactive which is faded:

On a specific user account, she permitted to use her personal cash account:
Capture

Here in her account, she could not search anything from the inactive cash account. Is there a way to view the inactive account?

Your explanation is not clear:

You still seem to be saying you are deactivating a departed user. I am not suggesting doing anything with users. I only said to deactivate the cash account. When I do that, all transactions are still visible. Of course, the remaining user must have permission to view the remaining account in the first place.