Published Last updated Written and reviewed by the Resale Intelligence team
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Each balance comes from payments that can't be edited or deleted, so every baht can be traced. If it's wrong, record what is missing or void the mistake.
- Who can do this:
- Owner, Store Admin, Manager, Supervisor-Approver, Accountant, Auditor (role defaults; the owner can change them)
Many people want to type in a new balance so it matches the drawer, but there is no field to edit a balance. The Cash/accounts screen says so: Balances are calculated from every payment in and out and can't be edited directly.
Where the balance comes from
The system doesn't store the balance as one number. Each time you open the screen it adds up every payment into the account and subtracts every payment out: sales, purchases, expenses and the cash movements you record.
These entries can't be edited or deleted. Once saved they are locked; a mistake is cancelled with a reversal, and the original document stays for later checks.
Why it works this way
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Traceable: every baht in the balance leads back to a source document.
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No silent changes: if balances could be edited, missing money would leave no trace.
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Reports agree: the cash screen, the cash flow report and the overview use the same entries, so their figures never conflict.
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Proof of who did what: every entry and every void is in the audit log, with the person, the time and the reason.
If the system doesn't match the real money
| What happened | Fix |
|---|---|
| Money came in or went out without a record | Record that movement; see Record money in and out outside buying and selling |
| Money moved between accounts without a record | Record a transfer between accounts; see Move money between store accounts |
| The amount or method was recorded wrongly | Void that document and record it again; see Void a document: steps and reason |
| The count is short or over and you can't find why | Record the difference as other expense or other income, and say in the details that it is a counting shortage or surplus |