Sèdjro Gbaguidi’s group has one bank account that serves all its companies, and a mobile money account that only the Parakou company uses to receive customer payments. Mahougnon Tossou, the group’s accountant, wants each company to see only the accounts it is meant to use, and to know which of them can receive money and which can pay money out. The same steps apply to any business with several companies that share a bank account or a mobile money wallet.

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Who works where

A money account belongs to the organization, not to one company. Mahougnon creates and manages them from the organization space. A company then reaches them from its company space, but only those that are linked to it, and in read-only mode. Other teams, for example cashiers, use the company space to see which payment methods they can pick.

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Create a money account

Mahougnon creates the bank account with Create a money account. He names it and says whether it is a bank or a mobile money account. For the Parakou wallet he adds the provider and the provider’s reference. He then lists the companies that may use the account, and for each one whether it may receive money, pay money out, or both. Exowpee also creates the matching account in the organization’s books, under the bank or mobile money part of the chart of accounts, and opens the books first if they are not open yet. That accounting account is created once. It is not a company’s cash account, which is a different account.

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See the accounts

Mahougnon lists all accounts with List organization money accounts, filtered by active state, type, name or provider, and opens one with View an organization money account. Orou Sabi in Parakou uses List money accounts and View a money account, which show only what his company may use.

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Change who can use an account

When the Natitingou company opens, Mahougnon edits the account with Update a money account. He sends the new list of companies. It replaces the old one: a company left out loses access. He can also rename the account, switch it on or off, or edit the provider reference. The account’s type and provider stay as they were created.

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Delete an account that was never used

If Mahougnon created an account by mistake, he removes it with Delete a money account. If payments, card settlements, cheques or bank statements already use it, the deletion is refused and he deactivates the account instead.

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See which payment methods are allowed

The organization’s pricing plan decides which payment methods can be used. Mahougnon checks them with List allowed payment methods. In the company space, Fifamè Sossou’s team uses the company version, List allowed payment methods, to choose how a payment is taken.

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The rules

  • Creating, updating and deleting a money account needs an organization pricing plan that includes the accounting module.
  • Permissions are money_accounts.list, money_accounts.retrieve, money_accounts.create, money_accounts.update and money_accounts.delete.
  • The name is unique within the organization and is trimmed before the check. The type is bank or mobile_money; a company’s own cash account is created with the company, not here.
  • A provider and a provider reference are accepted only on a mobile money account. They are refused on a bank account, at creation and on update.
  • The list of companies must be present, and may be empty. Each company must be active, belong to the organization, appear once, and be allowed to receive or send payments, so at least one of the two directions must be on.
  • On update, the list of companies, when sent, replaces the current one and follows the same rules. The matching account in the books is not renamed.
  • If the account in the books cannot be created, nothing is saved.
  • Deleting a money account removes it and its company links, and cannot be undone. It is refused when order payments, repayments, purchase or supplier credit payments, card settlements, cheque operations or bank statements reference it.
  • In the company space, only accounts linked to the company are available, the provider filter is ignored, and the provider and its reference are not shown.
  • The payment method lists show the methods the plan allows and need no permission. Both refuse agent accounts.

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