Track your money with accounts and transactions

If your plan includes accounting, StoreLine keeps a simple book of your money: one account for each place you keep it (cash box, bKash, bank), and a list of every entry that moves money in, out or between them. Balances update by themselves as you record income, expenses and transfers.

Accounts#

Go to Accounting → Accounts. Each card is one account, with its balance and labels such as Storefront, Default or Inactive. The tiles at the top show the Total balance of your active accounts, how many Accounts you have, and how many are Storefront accounts. A Cash account is already there for you.

An older store may also have a COD receivable or Gateway clearing (legacy) account. These types can't be chosen for a new account, and the type of such an account can't be changed.

Steps: add an account#

6 steps · ~4 min

1. 1

   Step 1

   Go to Accounting → Accounts and click Add account.
2. 2

   Step 2

   Enter the Account name, for example "bKash merchant", and choose the Type.
3. 3

   Step 3

   Fill in the Provider (bKash, Nagad, or for a bank, the Bank name) and the Account number.
4. 4

   Step 4

   For a bank account, add the Bank transfer details: Account holder name, Branch, Routing number (9 digits) and, only for transfers from abroad, the SWIFT code.
5. 5

   Step 5

   Enter the Opening balance (৳): how much is in the account today. Leave it empty for 0.
6. 6

   Step 6

   Tick the options you need (see below) and click Create account.

   

The account options#

• Receives storefront payments: tick this on the account your customers pay into. When a bKash, Nagad, Rocket or bank transfer payment method uses this account as its Settlement account, checkout shows customers this account's number (and, for a bank, the bank transfer details) so they know where to send the money. If it's not ticked, customers aren't shown the account details, and you would need to write them in the payment method's instructions. A COD receivable account can't receive storefront payments.
• Default account: marks one account as your main one. The first account you create becomes the default. An inactive account can't be the default.
• Allow negative balance: lets the balance go below 0. Without it, an entry that would take the account below 0 is refused with "Insufficient funds in this account". A COD receivable account always allows a negative balance.

Opening balances#

The opening balance is the amount already in the account when you start. You can change it on Edit until the account has its first entry. After that the field shows "Locked after activity. Use Adjust balance."

To correct a balance later, open the account and click Adjust balance. Choose Add money or Remove money, enter the Amount (৳), the Date and a Reason, and click Post adjustment.

Steps: record income, an expense or a transfer#

4 steps · ~3 min

1. 1

   Step 1

   Go to Accounting → Transactions and click Add.
2. 2

   Step 2

   Choose Income, Expense or Transfer.
3. 3

   Step 3

   For income or an expense: pick the Account the money came into or went out of, a Category, the Amount (৳) and the Date. Add a Description and a Reference if you like. Click Add income or Add expense.
4. 4

   Step 4

   For a transfer: pick the From account and the To account, the Amount (৳), and any Fee (৳, optional), for example a bank or bKash charge. Click New transfer.

   

   

• The account balance changes as soon as you save.
• Dates can't be in the future.
• A transfer fee is recorded as an expense from the source account. The source account needs enough money for the amount and the fee, unless it allows a negative balance.
• Both accounts in a transfer must be active and different.

Categories#

Every income and expense has a category, so your reports can show where money comes from and goes. Go to Accounting → Categories and use the Expense and Income tabs.

• StoreLine adds standard categories for you, such as Rent, Salary, Marketing, Packaging, Courier charge and Utilities for expenses, and Sales, Shipping income, Other income and Owner investment for income. These are marked System. They can't be renamed or deleted.
• To add your own, click Add category, enter a Name and choose a Group: Operating, Cost of goods or Other for expenses; Operating, Other or Capital for income.
• Income in a Capital category, such as Owner investment, is money you put into the business. It shows as "Capital (not counted as profit)" and is not counted as profit.
• A category that has records can't be deleted. Deactivate it instead.
• Inventory purchase can't be picked by hand. It is recorded from purchase orders.

The Transactions list#

Accounting → Transactions shows every entry across every account: income, expenses, transfers, order payments, courier payments, vendor payments, salary, refunds, adjustments and more. Each row shows the Date, Account, Type, Description and Amount.

• Search by description, or use Filters to pick an account, a date range or a type.
• To see one account's entries with its Balance, Money in and Money out, open the account from Accounting → Accounts.
• A vendor payment row has a View vendor payment link.
• An entry that was changed shows an Edited mark. Click it to see what changed.
• Deleted entries are left out of the list. To see them, open Filters and set Show to Deleted. Each one shows who deleted it, when and why.

Correcting a mistake#

A wrong entry can be edited or deleted. Every edit and delete asks for a Reason (3 to 300 characters) and is kept in Accounting → Activity log, so nothing is lost. When you delete an entry, the money goes back to the account.

• A balance adjustment is changed on Accounting → Transactions: open the ⋮ menu on its row and click Edit or Delete, write the Reason, and confirm.
• Other entries are changed where they were recorded. For example, an expense from Expenses, a transfer from Transfers, a salary payment from Salary, a courier payment from Courier payments. On such a row in Transactions, the help icon tells you where to go and gives a link, such as Open Income.
• The What you can edit or delete card on Accounting → Accounting Overview lists every kind of entry and where it is changed.
• If the money was already spent, deleting can leave the balance negative. That's allowed, so a wrong entry can always be corrected.

Go-live date and period lock#

On Accounting → Accounts, click Accounting settings. The dates apply to all of Accounting, not only to accounts. Click Save settings when you're done.

• Go-live date: the day your bookkeeping in StoreLine starts. Nothing can be posted before it, and opening balances are dated on it. It can't be changed once transactions exist.
• Lock periods up to: entries dated on or before this day can't be added, changed or deleted. Use it after you've closed and checked a month. Moving the lock earlier or clearing it can only be done by the store Owner.

An entry dated in a locked period is refused with "This date falls in a locked accounting period". When adjusting a balance, the store Owner then sees Override the locked period (owner only) to go ahead anyway. When editing or deleting an entry, the Owner gets a similar owner-only tick box.

Tips#

FAQ#

Related articles#

• Set up payment methods
• Pay salaries and advances
• Record courier payments
• Understand your reports