Chart of Accounts

What an account is

Open Finance > Chart of Accounts to see where money is held or what a transaction is for. An account can represent a bank, cashbox, wallet, money in transit, receivable, payable, income, expense, or equity balance.

Use the class tabs to move between Assets, Liabilities & Credit Cards, Income, Expenses, and Equity. Each tab is organized into account-type sections. Every user-facing type remains visible, including types that do not have an account yet.

Understand a category before choosing it

You do not need accounting experience to read the chart. Assets are what the lab owns or is owed; Liabilities are what it owes others; Income is what it earns; Expenses are its costs; Equity is the owners' share after liabilities are deducted from assets.

Read the short explanation below the selected category and each account type. Hover over ?, focus it with the keyboard, or click/tap it for a detailed explanation: what it means, when to use it, medical lab examples, and common mix-ups. Click/tap to keep the popover open while reading; use its close button, press Escape, or click outside to dismiss it. The same guidance is available for empty types, before you create an account.

For example, a patient's card payment can sit in Money in Transit until the provider deposits it in the bank. Moving that payment into the bank is not another sale. Accounts Receivable means money owed to the lab; Accounts Payable means money the lab owes. Reagents still on the shelf are Inventory; their cost when used in tests belongs in a direct-cost account.

Built-in account names and explanations follow your English or Arabic interface language. In the chart and account details, custom accounts use the saved name and description for your interface language. If Arabic fields are empty, the existing account wording is used. If an account has no description, the chart shows its account-type explanation to help identify its purpose.

Add a custom account

Choose Add account from the page header or from a type section. Select the Account Type, then enter the English Name and optional Arabic Name. Separate English Description and Arabic Description inputs let you explain the account in both languages. The same fields are available when editing an account and when creating or editing a cashbox. The account class is set automatically from the type. Optional code, number, currency, opening balance, and payment-account branch settings are available under Advanced details.

Normal income, expense, receivable, payable, inventory, and equity accounts are shared by the laboratory company, so they do not belong to one branch. Only real payment or holding accounts, such as a branch bank account or wallet, may be assigned to a branch. Use an existing system account when it already describes the activity.

Keep payment accounts separate from categories. A bank or wallet is the account that receives or pays money; an income or expense account explains why the money moved.

Opening balances

Enter an opening balance only when you are bringing an existing balance into Kashef. The system posts the opening balance against an internal offset and keeps the date and actor in the audit trail. Confirm the account currency before saving. The internal Opening Balance Equity account is not shown in the normal account list or category pickers.

System accounts support core workflows and cannot normally be renamed or deleted. Archive a custom account when it should no longer be used; its history remains available.

Reconciliation and terminology

Active bank and other eligible payment accounts can be reconciled from Money In & Out. Select an account, turn on Reconciliation, and start or continue the period there. Cashbox counting stays in Cashier Workbench because physical cash is checked separately from a bank statement.

Employee receivables

Employee Receivables is a built-in asset account under Assets > Receivable. It shows the total employee shortage debt still owed to the laboratory. Open Finance > Employee Receivables to review each employee charge, its session and vouchers, and record recovery from its row action. Recovery reduces this account balance; it does not record a second shortage expense.

Clearing accounts

Create as many Money in Transit accounts as you need to separate card providers, wallets, or online collections. Choose a shared account in the lab currency for payment-method clearing. Select it under Finance Settings > Payment Methods. Once a deposit appears on the statement, confirm it from Finance > Payment Settlements, where you can record the actual fees and net receipt individually or in bulk. Do not post a second sale or an extra manual transfer for a payment already confirmed there.