maxsuite Diagrams

Accounts

Accounts

Accounts lists where the business's money is kept and paid from: bank accounts, cards, wallets and cash. It also holds the exchange rates the books convert with. Costs point at an account, so a spend report can say which card a thing went on.

In the sidebar under Money → Accounts. Handles money: when an agent tries to change anything here, a person is asked to approve it first (Agents and approvals).

The Accounts screen

The page has two parts. Every part and field has an (i) that says what it is for.

  • Accounts: a list of money sources with their name, kind (bank account, card, wallet or cash), currency, reference and state. Archived accounts are left out of this list. Two counters at the top show how many accounts there are and how many currencies they use. With no accounts yet, the page says so and suggests adding the ones the business actually pays from.
  • Exchange rates: what one unit of a currency is worth in another, from a given day. Each row shows the pair, the rate exactly as it was recorded, the day it holds from, whether the books have used it, who recorded it, and for an official rate which bank published it and on which day. When there are several currencies, From and To filters narrow the table.

A rate is never "current". It holds from its day until a later rate of the same pair replaces it. The books take the latest rate on or before the day they are converting, so one rate dated early enough covers every day after it. With no rate at all, anything the books must convert waits.

Once the books have used a rate, it is Frozen. The table shows the last day it was used. A frozen rate can never be edited or removed. A correction is a new rate. A new rate may be dated before a used one only when no day the books already booked would change.

Add an account

  1. Open Money → Accounts and choose Add account.
  2. Give it a name, such as "Cash USD" or "Card EUR".
  3. Choose its kind: bank account, card, wallet or cash.
  4. Enter its currency as an ISO code, such as USD.
  5. Optionally add a reference: the last four digits or an internal code. Never type a full account or card number.
  6. Press Create. Costs can now say they were paid from it.

Correct or retire an account

  1. Choose the account and Edit account to fix its name, kind, currency or reference.
  2. To retire an account that has history, archive it. Archived accounts stay on old costs but drop out of this list and the pickers. Archiving has no button on this page.
  3. An account added by mistake, with nothing behind it, can be deleted. One with spend behind it is refused, and the refusal tells you how many things point at it and to archive it instead.

Record an exchange rate

  1. In Exchange rates, choose Record a rate.
  2. From and To are the two currencies, for example EUR to USD. If you can view the books, the form names the currencies they are kept in.
  3. One is worth is the value of one unit of the first currency in the second, up to 8 decimal places. It is saved exactly as typed.
  4. From is the day the rate holds from. It defaults to today.
  5. Choose Record. Recording the same pair, day and rate again changes nothing. A different rate for the same pair and day is refused.

A rate you enter yourself always stands: the official-rates job never overwrites it.

Fix a wrong rate

  1. If the rate shows Not yet under "Used by the books", choose Remove and record it again.
  2. If it shows Frozen, it cannot change. Record a new rate. If the day you give is too early, the refusal names the first day allowed.

Payment methods

Payment methods are the cards and similar means attached to an account, each with a label, a kind and an optional expiry. They have no screen of their own. When a card is renewed, update its expiry so the expiry warning stops. A payment method nothing has been paid with can be deleted. One with history is archived instead.

Who can do what

PermissionLets you
accounts:read — View money sources and payment methodsSee the Accounts page, the accounts, payment methods and exchange rates.
accounts:write — Manage money sources and payment methodsAdd, edit, archive and delete accounts and payment methods, and record or remove exchange rates.

Roles and how permissions are granted are explained in People, roles and permissions.

What happens on its own

JobWhenWhat it does
official-ratesEvery hour, at minute 17Records the official rate for every currency the books use: today's, and the rate of each past day an entry is still waiting on. Rates come from the Central Bank of Armenia, or from the European Central Bank for a currency it does not publish. Each rate says which bank and the day it was published (on a weekend, the last working day). USDT and USDC are held at 1 USD. A figure that moves more than 20% in a day is held back for a person to check.
rates-arrivedEvery day at 10:00 UTCChecks that a recent official rate arrived for each currency the books use. If one is late, the books show a notice "Exchange rates did not arrive" naming the currency and its last day, so someone can enter it by hand.
expiring-payment-methodsEvery day at 08:00 UTCFinds payment methods that expire within 30 days or have expired, and notifies each workspace admin with the account, card and expiry date. It repeats daily until the expiry is updated or the method is archived.

Held, missing and late rates also show on the Books page under Waiting on the books (Exchange rates and stuck entries).

Needs

Nothing else switched on. The rate jobs only act for a workspace that uses Books.

What agents can do

This module handles money. Any tool here that changes something goes to a person for approval first, unless the agent's policy denies it outright. A per-tool rule cannot set it to allow.

Read (read-only):

  • sources: the money sources, optionally including archived ones.
  • source: one money source by id, archived or not.
  • paymentMethods: payment methods with their expiry dates.
  • rate: the stored rate between two currencies.
  • rates: the stored rates, newest first, narrowed by base or quote currency.

Change (needs approval):

  • updateSource: correct an account's name, kind or reference. Currency and archiving stay with a person.
  • updatePaymentMethod: correct a payment method's label, kind or expiry.
  • setRate: record an exchange rate from a given day. A person is asked every time.

Agents cannot create, archive or delete accounts, and cannot remove rates.

Over MCP the same tools are named accounts__sources and so on (API keys and MCP access).