Accounts Manager

Accounts Manager is the central financial workspace in CodeAchi Libcodesk. It brings together invoices, payments, donations, expenses, membership fees, renewal fees, and collected circulation charges without turning the library application into a full accounting package.

Staff may collect money where the work happens. A fine can be collected during Circulation, a membership fee while adding a member, and a renewal fee in the renewal popup. The resulting record is still managed in Accounts Manager, where authorized staff can review it with the library, source, responsible staff member, amount, payment method, status, and document history.

Before You Start

Make sure:

• your role includes the Accounts Manager permissions needed for the action;
• the correct active library is selected;
• the organization currency and date format are configured;
• Membership Plans contain the applicable membership or renewal fee before collecting it;
• the member is assigned to the library receiving a membership-related payment.

Cloud setup and Local setup keep separate records. The Libcodesk WebApp and a Standalone app using Cloud setup see the hosted account data. A Standalone app using Local setup sees the account data stored in that local setup.

Main Areas

Area	Use it for
Invoice	Create charges, review paid and outstanding amounts, record payments, and open their documents.
Donations	Record money donated to the selected library and identify the donor, purpose, method, and responsible staff member.
Expenses	Record library spending with its category, description, payee, method, and responsible staff member.
Account Desk	Review total income, total expenses, net balance, amount due, and the newest transactions for the permitted library scope.

Use the focused guides for Invoices and payments, Donations, Expenses, and Account Desk while completing daily work.

Accounts Manager does not provide payroll, taxation, GST filing, double-entry bookkeeping, bank reconciliation, or a professional general ledger.

Review Account Activity

1. Open Accounts Manager > Account Desk.
2. Confirm the active library.
3. Review Total Income, Total Expenses, Net Balance, and Amount Due.
4. Search the transaction list by a visible party, description, or reference.
5. Open the appropriate Invoice, Donations, or Expenses page when you need the full source record and actions.

The newest relevant records appear first. Lists are paginated so the screen remains responsive as account history grows.

On narrow screens, search uses the full card width, the date filters share one balanced row, and Status uses the full width below them. The create action sits in the page header immediately before Refresh, so it remains reachable without covering the table or pagination. An empty list shows a labelled record count instead of an unexplained number.

Create And Pay An Invoice

1. Open Accounts Manager > Invoice.
2. Choose Create Invoice.
3. Select the library and enter the member or party, description, date, and amount.
4. Save the invoice. Its number is generated automatically.
5. Open the invoice row action menu and choose Record Payment when money is received.
6. Confirm the amount and payment method, then save.
7. Open View Details to review payment history and printable documents.

An invoice can be unpaid, partially paid, paid, or cancelled. A payment cannot exceed the remaining invoice balance.

Use Edit Invoice only while an invoice is still unpaid and has no recorded payment. Once money has been recorded, preserve the history: reverse an incorrect payment first or cancel and create a corrected invoice as appropriate.

Correct A Recorded Payment

1. Open the invoice and choose View Details.
2. Find the incorrect entry under Payment History.
3. Choose Reverse Payment and enter a clear reason.
4. Confirm the reversal.

The original payment remains visible as reversed, the invoice balance is recalculated, and the responsible staff member and reason are added to Audit History. Reversal does not delete or overwrite the original payment.

Record Donations And Expenses

For a donation, record the donor, purpose, amount, date, payment method, and library. For an expense, record the description, category, amount, date, payee, payment method, and library.

Use the row action menu to view details or cancel an incorrect posted record. Cancellation requires a reason and keeps the original history visible; it does not silently delete the financial event.

Collect Fees From Other Workflows

Membership fee while adding a member

When the selected Membership Plan has a membership fee and your role can record payments, the Add Member popup shows Membership Payment as a final tab.

1. Complete the member and library-access steps.
2. Open Membership Payment.
3. Keep Collect membership fee now selected when payment is being received.
4. Choose one of the member's assigned libraries, select the payment method, and add a reference when available.
5. Save the member.

The fee amount comes from the selected Membership Plan. Staff do not retype or override that amount in the collection tab.

Renewal fee

When the Membership Plan has a renewal fee, the renewal confirmation can collect it during the same renewal action. Choose the receiving library and payment method, then renew. If payment is not being collected at that time, turn off the collection option and complete the renewal only.

Circulation charges

Authorized staff can collect an eligible fine, rental, deposit, or other supported circulation charge from its circulation workflow. The charge remains linked to the member and circulation activity but its posted payment is included in Accounts Manager totals and transaction history.

Regenerate An Invoice Or Transaction Slip

1. Open the related record in Accounts Manager.
2. Open View Details.
3. Find the required invoice, payment acknowledgement, donation acknowledgement, or expense voucher under Documents.
4. Choose Regenerate and Print.
5. Use the operating-system print dialog to print or save the document.

Regeneration uses the document's original snapshot and number. It does not recalculate an old fee from today's Membership Plan, create another payment, or assign a new document number. Cancelled or reversed status remains visible on regenerated output.

Troubleshooting

Problem	What to check
Accounts Manager is missing	Ask the organization admin to review your Accounts Manager menu and view permissions.
A collection option is not shown	Check that the Membership Plan fee is greater than zero and your role can record account payments.
A receiving library cannot be selected	The member must have access to that library and your staff account must also be allowed to use it.
A fee amount looks wrong	Review the member's Membership Plan. Membership and renewal screens use the configured plan amount.
A payment is rejected	Check the remaining invoice balance, amount, date, currency, library access, and payment permission.
Printing does not open	Allow the print dialog for the application, confirm a printer or PDF destination is available, then use Regenerate and Print again.
A source payment is not visible	Confirm the active library and search the Invoice page or Account Desk using the member, reference, or source description.

Do And Don'ts

Do

• Select the correct library before receiving or spending money.
• Record the real payment method and reference when one is available.
• Use cancellation with a clear reason when a posted record is wrong.
• Regenerate the existing document when another copy is needed.
• Review Account Desk regularly for outstanding amounts and recent activity.

Don't

• Don't record the same payment again in Accounts Manager after collecting it from Circulation or Member Manager.
• Don't create a second invoice merely to print another copy.
• Don't change a Membership Plan fee to alter a historical document.
• Don't share an account with another staff member; the responsible person must remain traceable.
• Don't use Accounts Manager as a replacement for statutory accounting or tax software.

FAQ

Why can staff collect money outside Accounts Manager?

It keeps daily work fast. Staff collect the amount in the workflow where it is due, while Accounts Manager keeps the central financial record and totals.

Will collecting a fine in Circulation create a duplicate payment?

No. A successful source collection creates one linked account result. Do not enter the same payment manually again.

Can I print the same invoice or payment acknowledgement later?

Yes. Open the record details and use Regenerate and Print. The original number, amount, party snapshot, and status are preserved.

Who can cancel a financial record?

Only a staff role with the matching cancellation permission. The app asks for a reason and keeps the action in the record history.

Can an organization view several libraries together?

Users can work only with libraries allowed by their staff access. Organization-level aggregation is available only where their role and the visible library selector permit it.

Screenshots To Add

• Desktop: Account Desk summary and recent transaction table.
• Desktop and tablet: Invoice details with payments and document regeneration.
• Desktop and mobile: Add Member Membership Payment tab.
• Desktop and mobile: Membership renewal with optional fee collection.