Operational funds: personal and shared funds

Operational funds record business money outside payroll and claims. The app only records money — you still transfer or hand it over outside the app. There are two kinds:

• Personal fund — held by one employee, e.g. Rp 2,000,000 for shop supplies.
• Shared fund — used by several people, e.g. "Meal money" or "Cleaning fund". A business can have several.

Appointing a holder (owner)

Web: Operational funds → Appoint holder. App: Business → Manage funds → Appoint holder. Choose a member, then set:

• May record their own money in — for employees who receive cash, e.g. straight from the owner. Off by default.
• Proof photo rule — follow the business rule, or set one for that fund.

Creating a shared fund (owner)

Choose Create shared fund, name it, then set:

• Members who may record — only those selected can record; everyone else can only view.
• Members may record money in — turn on for contributions. When off, only managers record money in.

Every member of the business can view shared funds and their history.

Business rules (owner)

Under Rules:

• Proof photo — always, from an amount, or never.
• Large money out — an alert to managers (leave empty to turn it off).
• Transparency — when on, every member can view the history of other members' personal funds. Only those allowed can still record.

Recording (in the app)

Open Ops fund under My menu, then pick your fund at the top:

• Money in — records money received, only if allowed. The app doesn't move any money.
• Money out — lowers the balance immediately, no approval. Pick a category; for leftover money handed back to the business, pick Return to the business.

The balance may go negative: the holder paid out of pocket and a manager should record money in.

A mistake? Correct it, don't delete it

Entries can't be edited or deleted. Open the entry, tap Correct, and give a reason — an opposite entry for the same amount is added; then record the right one. Holders and fund members can only correct entries they made themselves.

For managers

The owner and custom roles with Manage operational funds see every fund, record money in or out on a holder's behalf, and correct entries. Entries the holder made are labelled "Self-recorded".

Withdrawing an appointment or closing a shared fund keeps the history; while the balance isn't zero, the fund stays visible to managers until it's settled.