How do I add a new transaction through Balance Cash/Bank?

The “Balance Cash/Bank” functionality allows you to view, manually add and edit financial transactions in Animana. You can use Balance Cash/Bank to book a transaction if you don’t want that transaction to be visible for everyone (for example a transaction from vault to the bank), if it involves transactions on a bank ledger that you want to book manually, or if you use suspense accounts and need to transfer between them. This article explains how to add a transaction via the Balance Cash/Bank page in Animana.

Before you start

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  • This article is part of a larger track that explains how to use the Balance Cash/Bank page. See the related articles below.
  • You need permission to be able to access and edit financial data. Permissions can be adjusted by practice administrators in > General Settings > Role Management.
  • When adding a new transaction, always make sure to choose the correct year you want to make the payment for at the top of the page.

Step-by-step instructions

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In this example, we want to process the received bank payment from Mrs. Barnes as payment to the open invoice S-2023-0006.
  1. Go to  > Financial > Balance Cash/Bank.
  2. At the top, click the book year you want to add this transaction to.
  3. Find the cash or bank book in the list that you want to add the transaction to, then click Add New Transaction behind it.
  4. On the next page you can locate the open invoice. On the left, you can search by client information (“client search”), invoice number, or invoice amount (open or total).
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    Note that you can only use numbers in the field “invoice amount”. The field “client search” searches in the same way as the client search in the header bar. That means that you can search for more than the client name alone. See the related articles for more information.
  5. If you want paid invoices to be included in the search results, you can check the option “include paid invoices.”
  6. Click Search invoices.
  7. In the middle of the screen, you now see an overview of the invoices that match your search criteria.
  8. Click the blue arrow to the right of the invoice for which you are processing the payment.
  9. On the right side, you can now enter the payment details for this invoice. Ensure that the date entered in the field “paid on” is the same as the payment date on the bank statement.
  10. The open amount of the selected invoice (now depicted in the list as bold and with a checkmark behind it) will be automatically filled in the “amount” field. Always double check the paid amount versus the amount that Animana shows in the amount field.
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    Is the amount different? Read what to do here.
  11. The field “No.” allows you to record a reference number, such as the bank statement number. This will allow for easy grouping of payments.
  12. Enter an additional “payment description” if required.
  13. Select whether or not to book the difference, if there is any. Read more about this.
  14. Make sure your name is entered under “Accepted by”.
  15. Click Save or Save and new payment if you want to add another payment for the cash/bank book you selected in step 3 above.

More about this

There is a difference between the paid amount and the open invoice amount, what do I do?

If the paid amount is less than the open invoice amount, you have a choice of whether you want to leave the remaining amount open or book that away, which will process the whole invoice as being fully paid.

For example, if an invoice amount is £25 and the client accidentally transfers £24.99, you would probably want to book away that penny difference, because otherwise this client would end up on the debtors list for that single penny.

  • If you tick the “book difference” box in step 13 above, after clicking Save the difference will be booked away on the general ledger for payment differences and the invoice will be marked as fully paid.
  • If you don’t tick the “book difference” box in step 13 above, after clicking Save the remaining amount of the invoice will remain open.

Related articles

Updated on 16 April 2024

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