Missing account errors (receivable/payable/cash not set)

When you try to create or save a sales order, you may see an error like "Receivable account not set," "Cash account not found," or "Payable account not configured." These errors mean the accounting setup is incomplete. Here's how to fix them.

Understanding the error

A sales order links to three types of accounts:

• Receivable account — where the customer's debt is recorded when they owe you money
• Cash account — used when the order will be paid in cash
• Payable account — used for vendor orders (purchase orders)

If any of these accounts are not configured in your system, the order cannot be saved.

Check the product's accounting settings

The first place to look is the product itself.

1. Go to Products & Services → Products Open in Usystems
2. Find and open the product that appears in your sales order
3. Scroll to the Accounting section (or similar label in your localization)
4. Confirm that the product has:
   • A default income/revenue account selected
   • A cost of goods sold (COGS) account selected (if this is an inventory product)

If these are empty, select the correct accounts and save the product.

Check the customer's accounting settings

If the product settings are complete, the issue may be with the customer.

1. Go to Contacts → Customers Open in Usystems
2. Find and open the customer for the sales order
3. Scroll to the Accounting section
4. Confirm that the customer has:
   • A receivable account selected (the account where their debt is recorded)
   • A cash account selected (used for cash sales to this customer)

If these are empty, select the correct accounts and save the customer.

Check your chart of accounts

If you've set accounts on both the product and customer but still see an error, verify that your chart of accounts is complete.

1. Go to Accounting → Chart of Accounts Open in Usystems
2. Look for the receivable, cash, and expense accounts you assigned
3. Make sure they have a Type assigned (e.g., "Receivable", "Bank", "Expense")

Accounts without a type may not work properly. If an account is missing its type, click it, add the correct type, and save.

Fix a missing account

If an account is not in your chart of accounts at all:

1. Go to Accounting → Chart of Accounts Open in Usystems
2. Click New Account (or the create button)
3. Enter the account details:
   • Name — e.g., "Accounts Receivable" or "Customer Advances"
   • Code — a unique short code (e.g., "1200" or "AR")
   • Type — select the correct type from the dropdown
4. Save the account
5. Go back to the product or customer and assign this new account

Verify the change

Once you've added or updated the accounts:

1. Go back to create or edit the sales order
2. Select the customer and add a product line
3. Try to save; the error should no longer appear

If the error persists, check that the account type is correct. For example:

• A receivable account must have type "Accounts Receivable"
• A cash account must have type "Bank" or "Cash"
• An income account must have type "Revenue" or "Income"