Managing bank accounts

Add and edit the bank, cash and gateway accounts your organisation uses — their numbers, names, currency, role, and where each one appears.

Before you can record income against an account or pay an expense from one, the account has to exist in WAQAF. This guide covers setting up those accounts: a bank current account, a Thawani gateway that settles online donations, a petty-cash tin — each becomes a card you can edit. You'll do this once when you first set up Finance, and again whenever you open a new account, change an IBAN, or retire one you no longer use.

Who can do this. Adding, editing or deactivating an account needs a finance role that grants edit — typically the Accountant or Finance Manager. Any finance role (including CEO and Auditor) can see the list, but those two view-only roles won't see the New account, Edit or Deactivate buttons. The balance fields on each account are a separate gate again — shown only to roles your organisation has granted bank-balance visibility, by default the Finance Manager and CEO. If a button or a figure is missing, that's your role, not a bug. See Members & roles.

Where to find it

Open Finance → Settings → Banks. You'll see one card per account; the New account button sits at the top of the list.

Adding an account

Open the new-account form

On the Banks settings page, select New account. A dialog opens with the account's details — empty for a new account.

The Banks settings page with the New account button above the list of account cardsScreenshot to be added

Give it a code and names

Code — a short identifier you'll recognise (for example BM-OMR or PETTY). Income and payments refer to the account by this code, so pick something stable. Once the account is saved you cannot change the code (the field is locked when editing) — if you got it wrong, deactivate the account and create a new one.
Name (English) and Name (Arabic) — the account's display name in each language. Both are required, because documents and the income picker show whichever language the reader is using.

Add the bank and IBAN (optional)

Bank — the bank's name (for example Bank Muscat). Leave it blank for cash or a gateway account.
IBAN — the account number / IBAN. This is what prints on your documents when the account is shown there, so enter it carefully. It's optional, but a bank account without one can't usefully appear on a document.

Set the currency, channel and role

These three sit side by side:

Currency — OMR, USD or TZS. Most accounts are OMR.
Channel — what kind of account it is: bank, thawani (the online donation gateway), cash, or other. The channel changes which options apply — for example only bank accounts can be shown on the letterhead.
Role — what the account is for: Main donations, Zakat segregated, Waqf, Grants, Petty cash or Adjustments. This labels the account so its purpose is clear at a glance; segregated funds such as Zakat are kept in their own account.

The new-account dialog showing the Code, names, IBAN, and the Currency / Channel / Role selectorsScreenshot to be added

Choose where the account is used

A set of switches controls where the account shows up:

Use for disbursement — turn this on if expenses can be paid from this account. Only accounts with this on appear in the pay-from picker when you create a voucher.
Income arrives as a file — turn this on if money into this account comes as an exported file (for example a Thawani Athar settlement), so the income form offers the bulk file-import flow.
Show on income form (all channels) — when on, this account appears as a destination you can pick when recording income.
Show on letterhead — bank accounts only. When on, the account's name and number print in the footer of your documents and letterhead, so donors and recipients can see where to transfer. You may show at most three accounts this way; once three are on, the switch is disabled on the rest until you turn one off.

Enter the opening and actual balances

If your role can see balances, two figures appear at the bottom:

Opening balance — what was in the account when you started using WAQAF. This seeds the book balance; everything you record afterwards adjusts it.
Actual balance — the balance straight off your most recent bank statement. You'll update this from time to time when you reconcile.

Both are in Omani Rials to three decimals — enter 200.000, not 200. If your role can't see balances these fields are hidden, and the account is created without touching any balance.

You don't edit the book balance here — WAQAF works that out itself from the income and payments recorded against the account. The opening balance is its starting point; the actual balance is the manual statement figure you compare it against. See Reconciling bank transfers.

Save

Select Save. The account appears as a new card in the list straight away. Save stays disabled until the code and both names are filled in.

Editing an account

On any account card, select Edit to reopen the same dialog with the current values. Change what you need — names, bank, IBAN, currency, channel, role, the switches, or (for balance-visible roles) the balances — then Save.

The code is locked when editing, since income and payments are tied to it. Everything else is editable.

Accountants: an edit never zeroes a balance you can't see. If your role can edit accounts but not see balances, the balance fields stay hidden, and saving an edit — a rename, say — leaves the real opening and actual balances exactly as they were. You can't accidentally wipe a figure you were never shown.

Deactivating an account

When an account is closed or no longer used, you deactivate it rather than delete it.

Select Deactivate on the card

On the account's card, select Deactivate. A confirmation dialog explains what will happen.

Confirm

Confirm in the dialog. The account is marked inactive: it disappears from the income and pay-from pickers, and its disbursement switch is turned off — but it stays in this list (dimmed, marked inactive) and every past income and payment recorded against it keeps showing correctly.

Accounts are never hard-deleted. Income and payments refer to an account by its code, so removing one would orphan that history. Deactivation hides the account from new entries while keeping the record intact. If you need it back, an inactive card shows a Reactivate button.