Accounts
Watch payments, find and open invoices, record office payments, reverse or cancel, set the fees, and get the statistics and reports.
Everything in this course is under Accounts in the left menu of the staff portal. Professionals pay online through Hubtel by mobile money or card; payments made at the office or bank are recorded by you. All amounts are in Ghana cedis (GH₵).
- 1
Watch payments as they come in
Live Payments lists every payment against a Council invoice: online payments through Hubtel and payments recorded at the office. Filter it, check a pending payment and open the invoice behind it.
5 min - 2
Find invoices by fee type
Every fee the Council charges is an invoice. The Accounts menu has a link for each kind of fee, but they all open the same invoices page with a filter already set.
5 min - 3
Open an invoice
Open any invoice to see who it is for, what it is for, every payment attempt, and to download the invoice or its receipt.
4 min - 4
Record a payment made at the office or bank
When a professional pays cash, by cheque, by bank transfer or at the office, record it on the invoice. The invoice is marked paid and the receipt is ready at once.
4 min - 5
Reverse a payment
When money was refunded, a cheque bounced or a payment was recorded by mistake, reverse it. The invoice becomes unpaid again.
3 min - 6
Cancel an invoice or raise a one-off invoice
Cancel an invoice that is no longer owed, or raise an invoice by hand for a one-off charge to a professional or an organisation.
5 min - 7
Set the fees (Bill Configuration)
Bill Configuration holds the fee schedule: what each fee costs, for all professions or for one, with an optional late penalty and dates it applies.
6 min - 8
See what was collected (Accounting Statistics)
Accounting Statistics opens the Collections report: money received, grouped by fee, payment method, where it came from, or month.
4 min - 9
Accounting Reports and exports
Accounting Reports gathers the three finance reports: Collections, Outstanding invoices & aging, and the Payments register. Each one filters on screen and downloads as CSV, PDF or Excel.
5 min - 10
Track files and payment vouchers
The Document Tracker records where every paper file, letter or payment voucher is, who holds it and for how long. Register what reaches Accounts, acknowledge what is sent to you, and pass it on with a minute.
6 min