When viewing receipts, those that do not have an account specified are not displayed for users with access to only some bank and cash accounts.
Here are all of today’s receipts as viewed by a user with full access:
And here are those as viewed by a user with access to only some of the bank and cash accounts:
One of the common mistakes our staff members make is to record a receipt without selecting an account. Our base currency is ZWL, but most of our transactions are in USD. Usually the staff member will have a customer’s sales invoice open when they record the receipt. They will copy the sales invoice (USD in most cases) to a new receipt, assume the pre-filled amount is correct (another common source of errors), and create the receipt. For a transaction of US$30, for example, not specifying the account will mean it records in the base currency as ZWL$30 and the sales invoice will show a balance of US$29.99 outstanding. The staff member sees that there is still a balance owing and they just create a new receipt for US$29.99. If they check the
Receipts tab for errors, the ZWL$30 receipt is not displayed, and they don’t see the source of the error.
In the user permissions settings, there are options to set permissions for each of the bank and cash accounts separately, but there isn’t a setting for permissions of unassigned transactions. I realise that other businesses would not want these visible to all users, but is there some way we could gain better control over it to help in our situation?
It is possible for our staff members to view the receipt by drilling down on the balance due for the sales invoice, but it involves a few extra steps and is not something they think of when everything in the
Receipts tab appears correct.
This is another reason that I would like the option to set certain fields to be mandatory, as discussed in this topic in ideas. If we could set the account field to be mandatory and the amount field to be blank by default and mandatory, our most common errors would be eliminated.