Account Users — who may operate a cash or bank account

When you create a Cash or Bank account, a tick-list of your staff appears below the form under Account Users. Tick everyone who is allowed to pay out of, or receive into, that account.

This is the same list the desktop application shows underneath the account form. It is separate from the single Account Custodian above it: the custodian is the one person who owns the account and cashes it up, while Account Users is everyone permitted to touch it day to day.

Before you start

• You need the Account Master permission to open the Chart of Accounts.
• Your staff must already exist as users (Setup → Users). Anyone missing from the tick-list has not been created yet.
• The list only appears for Cash and Bank account types. Income, expense, asset, liability and equity accounts have no custodians, so no list is shown.

Steps

1. Go to Chart of Accounts and click New account (or open an existing cash or bank account).
2. Set the Account Type to Cash or Bank. The Cash Operations section appears, and with it the Account Users list.
3. Fill in the account as usual, including the Opening Balance and As Of date if this account is being brought onto the books with money already in it.
4. Under Account Users, tick each person who may operate the account. Use the filter box if you have a long staff list, or Select all for an account the whole team shares — a shop till, for example.
5. The person you named as Account Custodian above is marked with a Custodian badge in the list. Tick them too if they also operate the account themselves; naming someone custodian does not tick them automatically.
6. Click Save. Nothing is written until you save — ticking a name only stages the change.

Tips

• A shared till: tick every cashier who works that till. A director's account: tick only the people who should ever move that money.
• You can change the list any time by reopening the account. Only the people you add or remove are touched; existing entries are left as they are.
• Leaving the list empty is allowed. It means nobody has been nominated yet — not that everybody may use the account.
• Clear empties the list in one click; it takes effect only when you save, so a mistaken click can be undone by closing without saving.

Common problems

"I don't see the Account Users list." The account type is not Cash or Bank. Check the type at the top of the form. On an existing account the type cannot be changed after creation — create a new account of the right type instead.

"A staff member is missing from the list." They have not been created as a user yet. Add them under Setup → Users, then reopen the account.

"The list is greyed out." The account is system-generated or backed by a Fixed Asset record, so the whole form is read-only. The banner at the top of the form says which.

"My ticks disappeared." The form was closed without saving. Ticking stages the change; Save commits it.

"I ticked someone and the count above didn't change." The count refreshes after you save. Reopen the account to see it settled.

"Your plan allows up to 20 users and you already have 20." Your subscription's package caps the number of active user accounts. Deactivate an account you no longer need (the seat is freed at once), or open Subscription and Upgrade to a bigger package. Nobody is signed out and no account is removed.