Bank & Cash

Bank & Cash: your money, your bank, and transfer receipts

How much money you have and where it is, moving money between accounts, checking each month with your bank statement, bank charges, and checking whether a customer's transfer receipt is genuine.

Bank & Cash keeps track of the money in your till, your bank accounts, your wallet apps (Opay, Palmpay, Moniepoint, Kuda…) and your POS. When a customer pays you, SmartShop already knows how they paid. Bank & Cash puts that money in the right place and adds it up. Then, once a month, you upload your bank statement and SmartShop helps you check that the bank and SmartShop agree. That is how you catch fake transfer alerts, money that never arrived, and bank charges you did not know about.

SmartShop never holds or moves your money. Bank & Cash is your own record. When you "move money" in SmartShop, you are writing down something you already did at the bank or the till — nothing leaves your account.

1. Opening Bank & Cash

In the web portal, click Bank & Cash in the left-hand menu (under Operations, below Expenses).

Bank & Cash is for the shop owner and managers. Cashiers do not see it. A cashier can still check a customer's transfer receipt on its own page (section 13).
It works on a computer and on a phone's browser. On a phone, the Back button takes you back one screen.

2. The home page at a glance

The page answers three questions, from top to bottom:

Figure 1 — The home page: your total, what SmartShop needs from you, and where your money is.

Part of the page	What it tells you
All your money today	The money in all your accounts added together, as SmartShop sees it today. Underneath it you see cash and banks separately. If you have not counted your cash yet, the cash is left out of the total and it says Cash: not counted yet.
Three buttons	Move money (section 12), Upload bank statement (section 8), Check a transfer receipt (section 13).
SmartShop needs you	A short, numbered list of things to do, most important first. Each one has one sentence and one button. Red numbers are the urgent ones — usually money that should be in your bank but is not. When the list is empty, it says Nothing needs you right now.
Where your money is	One card for each account: its name, how much SmartShop says is in it, and one line about its state (see below). Click a card to open that account (section 7).
More	Pages you will use less often: where each payment method goes, money moved, which bank charges you most, transfer receipts checked, and things SmartShop sorts by itself.

2.1 The coloured dot on each account card

Dot	Example	Meaning
Green	Checked with bank to the end of September	All is well up to that month.
Orange	5 bank entries to answer · Count your till to start · Starting balance missing	Something is waiting for you. It is also on the "SmartShop needs you" list.
Grey	Upload a statement to check it · Ready to check with your bank	Nothing is wrong. You just have not checked this account with the bank yet.

Bank & Cash does not show how much your customers owe you or how much you owe suppliers. For that, use Reports → Customers Who Owe and the vendor reports (see the Dashboards & Reports guide).

3. Getting started: four things to do once

The first time you open Bank & Cash, the "SmartShop needs you" list walks you through these. Do them in this order:

Count the cash in your till and type the total (section 4).
Add your bank account, wallet and POS, with how much was in each on the day you start counting (section 5).
Say where each payment method goes — for example, "Transfer" money lands in your GTBank account and "POS" money in your Moniepoint POS (section 6).
Upload last month's bank statement for each bank, wallet or POS (section 8), then answer its entries (section 9).

After that, the only regular job is once a month: upload the statement and answer the entries SmartShop could not sort by itself.

4. Count the cash in your till

SmartShop knows every cash sale and every cash payment, but it cannot know how much cash was in the till before you started using Bank & Cash. Until you tell it, the cash card says Not counted yet.

On the home page, press Count my cash (in the "SmartShop needs you" list).
Count the notes in your till — and in your safe, if you keep one — and type the total.
Leave Counted on as today, unless you counted on another day.
Press Save.

SmartShop counts your cash from that day: the amount you typed, plus cash that comes in, minus cash that goes out. The cash card and the total on the home page change straight away.

Figure 3 — After counting: the cash card shows the amount and the total includes it.

Why did the cash show a big minus number before? Without a starting count, SmartShop only sees money going out of the till (cash taken to the bank, cash expenses), so the figure goes below zero. Counting your cash fixes it. If you want to count again later, open Cash in hand and press Change details .

5. Add a bank, wallet or POS

On the home page, click the dashed card Add a bank, wallet or POS.

Box	What to type
What kind?	Bank account, Wallet (Opay, Palmpay, Moniepoint, Kuda…), POS terminal, or Cash (a second till or a safe).
Name	A name you will recognise, for example GTB Current or Opay wallet.
Bank or app name	Optional. For example GTBank.
Last 4 digits	Optional, but useful: SmartShop warns you if you upload a statement for a different account. Only the last 4 digits are kept.
Count from (date) and Money in it on that date	The day SmartShop starts counting, and the balance on that day. Take the balance from your bank app or from your statement for that exact day. Anything before that date is left out.

Pick an easy start date. The first day of a month is best, because your bank statement starts on that day too. Then the "Money in it on that date" is the starting balance printed on the statement.

To change an account later, open it and press Change details. If you stop using an account, press Turn off (stop using it) in the same box. Nothing is deleted; turned-off accounts are listed at the bottom of the home page.

6. Where each payment method goes

Your shop has payment methods such as Cash, Transfer and POS. Bank & Cash needs to know which account each one's money lands in. Until you say, those payments wait as not sorted yet, and the home page asks "Where does the money for Transfer go?".

Open it from the "SmartShop needs you" list (Choose), or from More → Where each payment method goes.

Figure 5 — Transfer is waiting (orange); POS goes to the Moniepoint POS and arrives a day later, less a small fee.

For each payment method, choose the account the money lands in.
Press Save on that line. The waiting payments move into that account straight away.

Cash goes into your main cash by itself. Change it only if your cash sales go somewhere else.

6.1 Fee or delay (only if you need it)

Some POS companies and banks pay you a day later, or keep a small fee. Press Fee or delay on that payment method and set:

Money arrives — the same day, or 1, 2, 3, 5 or 7 days later. SmartShop then does not worry when the money is not on your statement on the same day.
Fee kept — none, a % of each payment, a % but not more than an amount (for example 0.5% but not more than ₦100), or the same amount each time. SmartShop uses this to work out what the fee should have been, and shows it next to what the bank or POS really kept (section 14).

7. One account's page

Click any account card on the home page.

Part	Meaning
SmartShop says	The balance from SmartShop's own records today.
Bank says	The ending balance of the last bank statement you used, and its date. It is not today's bank balance — it is only as new as your last statement.
Checked with bank	How far you have checked this account with the bank, or what is left to do.
The blue note	Money SmartShop recorded (for example transfers from customers) that no statement shows yet, because you have not uploaded the newer statement. Upload it to check the money arrived.
Month by month	One box per month. Click a month to check it with the bank (section 9).
Money in & out	Every payment, sale, expense and money move for this account, newest first, with the balance after each one. Choose This month, Last month, Last 3 months or your own dates. Download saves it as a spreadsheet file.
Bank statements	The statements uploaded for this account (section 8).

7.1 What each month box says

Month box	Meaning	What to do
Checked (green)	You marked this month as checked.	Nothing.
5 to answer (orange)	The statement is in; some bank entries need your answer.	Click it and answer them.
Ready to check (orange)	The statement covers the whole month.	Click it and finish the month.
Upload statement / Statement part-way (grey)	No statement for the whole month yet.	Upload the statement.
This month (grey)	The month is not over.	Nothing yet.

8. Upload a bank statement

Press Upload bank statement on the home page (SmartShop asks which account it is for), or open the account, choose Bank statements and press Upload a bank statement.

Figure 7 — An account's statements. "In use" means the statement has been used to check with the bank.

8.1 Which file to upload

You have	What happens
CSV or Excel from your bank or wallet app	Best. SmartShop reads it straight away and shows you the entries.
PDF (like the one your bank emails you)	SmartShop reads it for you. If the PDF has a password, type the password your bank gave you — it is used on your own phone or computer to open the file and is not sent to SmartShop. Up to 12 pages at a time.
A paper statement	Take a clear photo of each page and choose all the photos together (up to 12).

On the Freemium plan, saving a statement uses usage units, and reading a PDF or photos uses usage units for each page (section 18). If SmartShop cannot read a page, that page is free. Uploading the same file again costs nothing — SmartShop tells you it is already uploaded.

8.2 Check that it adds up

Before anything is saved, SmartShop shows you what it read.

Figure 8 — Check your statement: "yes, it adds up".

Does it add up? SmartShop checks: starting balance + money in − money out = ending balance. If it says yes, it adds up, the file was read correctly.
If it says no, it is off by …, look at your printed statement and correct the starting or ending balance or the dates. Entries marked yellow are the ones SmartShop is unsure about.
Only open Columns if the entries look wrong (for example money in and money out are swapped). There you say which column is which and press Read the file again.

Press Save statement. Then SmartShop opens the statement so you can look at it once more:

Figure 9 — Ready to use. Press "fix" on a line to correct a wrong amount or date.

If a line is wrong, press fix beside it, correct it, and press save.
When it adds up, press Use this statement. SmartShop links most entries to your sales and payments by itself, records bank charges it knows, and tells you how many are left for you.
To throw a statement away before using it, press Remove.

A statement read from a PDF or photo is SmartShop's reading of it. Compare it with the real statement before you press "Use this statement" — especially the yellow lines. When the amounts are right, "Does it add up?" says yes.

9. Check with your bank, one entry at a time

This is where you find out whether SmartShop and your bank agree. SmartShop shows you one bank entry at a time — something your bank says happened — with its best guess of what it was. You give a quick answer, and the next one appears.

Open it from the "SmartShop needs you" list (Start), or by clicking a month on the account's page.

Figure 10 — A transfer from Dozie. SmartShop found Dozie's payment for invoice INV-1042, same amount, same day.

9.1 The numbers at the top

Box	Meaning
Bank says	The balance on your statement at the end of the month.
SmartShop says	SmartShop's balance for the same day. The small line underneath is money SmartShop recorded that is not on the statement yet.
Gap	The difference. Each answer you give makes it smaller. When it is 0.00 — they agree (green), you can finish the month.

9.2 Answering an entry

If SmartShop's guess is right, press Yes, that's it. If not, choose what it really is:

Money came in	What it does
A sale or customer payment	Opens your records so you tick the payment(s) it was (section 9.3).
Money I moved in	The same, for cash you took to the bank or money from another of your accounts.
Interest from the bank	Records it as interest the bank paid you.
Money went out
A bank charge	One tap. Records it as a bank charge, added to your expenses so your profit is right.
An expense	Asks what it was for (Electricity, Rent, Fuel…) and records the expense.
Paid a supplier, or moved money	Opens your records so you tick the payment or money move it was.
Either way
Not business money	Skips it — for example a transfer that failed and came back, or a personal loan. SmartShop asks you to say why. (Owner or a manager with "Skip & Correct" only.)
Decide later	Goes to the next entry. This one stays for later.

Figure 11 — An SMS alert charge. SmartShop could not find it in your records, so it asks what it is. "A bank charge" is one tap.

Figure 12 — "An expense": choose what it was for, then press Record.

After you answer, SmartShop may say there are more entries like this one (for example two more IKEDC payments) and offer to do the same for all of them — and every month, if you are the owner.

9.3 One bank entry, several sales

A POS company often pays a whole day's card sales into your bank in one amount, less its fee. Choose A sale or customer payment, then tick every sale that makes up the bank entry.

Figure 13 — Kenneth's ₦50,000 and Adaora's ₦30,000 POS sales came in as one ₦79,600 payment.

The line under the list compares what you ticked with what the bank shows. If the bank paid in less because the POS kept a fee, tick The bank or POS kept part of it as a fee: the difference is recorded as a bank charge. Then press Link.

9.4 Ask SmartShop to look for matches

If SmartShop has no guess for several entries, press Ask SmartShop to look for matches under the entry. SmartShop looks harder — for example at sales on nearby days, or several sales that add up to one payment.

Figure 14 — On the Freemium plan this uses usage units you bought or earned; on paid plans it is included.

Figure 15 — SmartShop's suggestion, with the reason. If you say yes, the ₦400 difference is recorded as a bank charge.

You still decide each one. A suggestion is never applied until you press Yes, that's it.

9.5 Not business money

Figure 16 — Skipping an entry: say why. The reason is kept.

Only skip entries that should not be in your shop's records at all. A sale you forgot to record is not one of these — record the sale first, then press Recorded something new? Look again on the entry.

9.6 The two lists at the bottom

In SmartShop, not on the bank statement yet — payments SmartShop recorded that the bank does not show. Usually it is money that arrives a day or two later. If something stays here, the customer may not really have paid, or paid another way. Press Paid another way? to change how that customer paid (for example from Transfer to Cash).
Done this month — every entry already answered, and how: linked by SmartShop, a bank charge recorded by SmartShop, remembered, or answered by a person. Press undo if an answer was wrong.

10. When SmartShop asks you a question

10.1 Bank charges — once per account

The first time SmartShop finds bank charges it knows on a statement (SMS alerts, stamp duty, account maintenance…), it asks you once:

Figure 17 — Say yes once, and SmartShop records these charges by itself for this account from then on.

Press Yes, record them. You can switch any of them off later (section 15). Not now leaves them for you to answer one by one; SmartShop asks again on a later visit.

10.2 Entries that repeat

When the same kind of entry appears three times or more, SmartShop asks what they are:

Figure 18 — Three payments to IKEDC: choose "Electricity" and press "Record as this expense".

With Do this every month ticked, SmartShop answers them by itself next month too. Only the owner can make SmartShop remember; a manager's answer covers these entries only. Ask me later hides the question for now.

11. Finish a month

When every entry is answered and the gap is 0.00, the check page says so:

Figure 19 — SmartShop and the bank agree for September.

Press Mark September as checked and confirm. SmartShop keeps a report of the month, which you can download.

Figure 20 — A checked month. "Next month" takes you to October.

Months are checked one after the other. If an earlier month is not checked yet, SmartShop tells you to do that one first.
You can only finish a month once it is over and its whole statement is uploaded.
If something in a checked month changes later — for example a phone syncs an old sale — the month opens again by itself and appears at the top of "SmartShop needs you" as needs checking again. Nothing is lost; just check it again.
The owner (or a manager with "Open Checked Months") can open a month again on purpose with Open this month again, saying why.

11.1 When the gap will not go to 0.00

If every entry is answered but there is still a gap, the page lists what is left. The usual causes are:

A wrong starting balance for the account. If SmartShop sees this, it says so at the top and gives you a link to fix it.
A sale or payment that was never recorded in SmartShop. Record it, then press Recorded something new? Look again.

Only if you are sure the bank is right and SmartShop is wrong, a manager with "Skip & Correct" can press The bank is right: correct the gap. SmartShop records the correction with the reason you give.

12. Move money

Write down money you moved yourself, so each account stays right. Press Move money on the home page (or on an account's page — then that account is already chosen).

Figure 21 — Cash taken to the bank, with the teller number.

Choose	When	From → To
I took cash to the bank	You paid till cash into your bank or wallet.	Cash → bank or wallet
I took cash out of the bank	You withdrew cash for the shop.	Bank, wallet or POS → cash
Between my accounts	For example your POS money swept into your bank.	Any account → another
I put my own money in	You added your personal money to the business.	→ any account
I took money for myself	You took business money for personal use.	Any account →

Type how much and when, and the teller or transfer number if you have it — it helps SmartShop find the entry on your bank statement. Press Save.

All moves are listed under More → Money moved. Nothing there is ever deleted: if you made a mistake, press cancel, say why, and the entry stays in the list, crossed out.

Figure 22 — Money moved. The crossed-out entry was cancelled ("typed twice").

13. Transfer receipts: spot a fake alert

When a customer says "I have sent it" and shows you a transfer receipt, SmartShop can check the receipt for signs of a fake before you hand over the goods.

Press Check a transfer receipt on the home page. (Cashiers use the separate page Check a Transfer Receipt.)
Upload the receipt: the PDF from the customer's bank app, or a picture of it — a screenshot or what they sent on WhatsApp.
Optionally type what the customer is paying.

Figure 23 — Adaora's receipt looks genuine. Credit it to her invoice; it waits for the bank to confirm.

SmartShop says	What to do
Looks genuine (green)	Credit it to the customer: choose who paid, whether it goes on their balance or on one of their invoices, and how they paid. Press Credit.
Check carefully (orange)	Open What SmartShop checked to see why. Look in your bank app before you accept it.
Don't accept this (red)	Do not give the goods or mark it as paid. Only the owner or a manager with "Accept Anyway" can still accept it, and must say why.

A credited receipt is marked Waiting for bank. When you upload your statement and the money is on it, it becomes Bank confirmed. If the statement covers that day and the money is not there, it becomes Not on your statement — and it shows up in red on the home page.

More → Transfer receipts checked lists every receipt checked, by whom, and where each one stands with the bank. Take back cancels a credit if the money never came; the customer then owes it again.

Figure 24 — Receipts checked: waiting for bank, bank confirmed, and one refused.

The bank statement is always the final proof. A receipt can look perfect and still be fake. Treat "Waiting for bank" as not yet paid for anything big, and upload your statements regularly so SmartShop can confirm.

14. Which bank charges me most

More → Which bank charges me most compares your accounts. Choose the dates (last month is filled in) and press Show.

Figure 25 — The POS cost ₦261 for every ₦100,000 that moved through it; GTBank cost ₦188.

The box at the top says which account cost you the most, and on what.
The bars compare charges for every ₦100,000 that moved in or out — the fair way to compare a busy account with a quiet one.
See the full figures shows each kind of charge and each payment method. Fee you set is what your POS fee setting (section 6.1) says it should be; Fee taken is what was really kept. If "Fee taken" is higher, ask your POS company.
Only accounts with an uploaded statement for those dates can be compared. Download saves the figures as a spreadsheet file.

15. Things SmartShop sorts by itself

More → Things SmartShop sorts by itself shows what SmartShop answers for you each month.

Figure 26 — What SmartShop remembers for this shop, and the bank charges it knows.

What SmartShop remembers for your shop — answers you asked it to repeat every month (section 10.2), and how many times each was used. Press delete to stop one.
Bank charges SmartShop knows — the common Nigerian bank charge wordings. Press Switch off on any you do not want recorded by itself.
Add one yourself is there, but you should not need it: SmartShop asks you when it sees something new.

16. On your phone

Bank & Cash works in your phone's browser. Everything is the same; it just stacks up. The phone's Back button takes you back one screen — from an entry to the account, from the account to the home page.

Figure 27 — The home page and an entry to answer, on a phone.

17. Who can do what

The owner sets these under User List → Edit (see the Store Setup, Users & Security guide). Only the shop owner can give Bank & Cash permissions — a manager cannot pass them on.

Permission	Lets the person
Bank & Cash - See Money	Open Bank & Cash and see everything.
Bank & Cash - Set Up Accounts	Add or change accounts, count the cash, choose where payment methods go, switch SmartShop's bank charges on or off.
Bank & Cash - Record Money Moved	Move money and cancel a move.
Bank & Cash - Upload Statements	Upload, fix, use or remove bank statements.
Bank & Cash - Check With Bank	Answer bank entries, ask SmartShop for matches, finish a month.
Bank & Cash - Skip & Correct	Mark entries as not business money, correct a gap, change how a customer paid.
Bank & Cash - Open Checked Months	Open a checked month again.
Transfer Receipts - Check and Credit	Check receipts and credit genuine ones. Comes with the Cashier role.
Transfer Receipts - Accept Anyway / Take Back	Accept a receipt SmartShop refused, or take a credit back.

A button the person is not allowed to use is simply not shown. Where something needs the owner, the page says "Ask the shop owner to do this."

18. Usage units

On a paid plan, Bank & Cash is included.
On the Freemium plan, Bank & Cash uses usage units you have bought or earned by inviting shops. Your free monthly units cannot be used here. If you run out, SmartShop offers to let you buy more or invite a shop.
Saving a statement uses usage units, and reading a PDF or photo statement uses usage units for each page it reads; a page it cannot read is free. Uploading the same file again is free.
Checking a transfer receipt uses usage units (any kind). If SmartShop cannot read the receipt, it is free.

19. If something looks wrong

What you see	Why, and what to do
Cash shows a large minus number, or "Not counted yet"	You have not counted your cash. Press Count my cash (section 4).
A bank account's total looks far off	The starting balance or start date is probably wrong. Open the account → Change details, and use the balance from your statement for that exact day.
"Where does the money for Transfer go?" keeps coming back	A payment method is not linked to an account, or the same method was added twice on different phones. Choose the account for every copy (section 6).
"Does it add up?" says no	Usually a page is missing from the file, or an amount was read wrong (PDF or photo). Compare the yellow lines with your statement and fix them, or type the correct starting and ending balance.
"You already uploaded this file"	It is already there, and you were not charged again. To read it again, open the old one and press Remove first (only before it was used).
A PDF will not open	Type the password from your bank's email. If it still fails, download the statement again from your bank, or take photos of the pages.
"Do … first" on the check page	An earlier month is not finished. Months are checked in order.
A red "is not on your statement" item on the home page	SmartShop recorded a transfer or POS payment that your bank statement does not show. Check your bank app. If the money never came, the customer has not really paid — follow it up, and take back a receipt credit if there was one.
A checked month says it needs checking again	Something in that month changed after you checked it (for example an old sale synced from a phone). Open it and answer what is new.
I cannot see Bank & Cash in the menu	You need "Bank & Cash - See Money". Ask the shop owner.

20. Quick reference

I want to…	Do this
See how much money I have	Bank & Cash → All your money today
Know what to do next	Bank & Cash → SmartShop needs you
Tell SmartShop how much cash is in the till	Count my cash
Add a bank, wallet or POS	The dashed card Add a bank, wallet or POS
Say where Transfer or POS money lands	More → Where each payment method goes
See every naira in and out of an account	Click the account → Money in & out
Upload my statement	Upload bank statement
Check a month with my bank	Click the account → click the month → answer each entry
Record cash I took to the bank	Move money → I took cash to the bank
Check a customer's transfer receipt	Check a transfer receipt
Find out which bank costs me most	More → Which bank charges me most
Stop SmartShop recording a charge by itself	More → Things SmartShop sorts by itself → Switch off
See who owes me money	Reports → Customers Who Owe (not on this page)

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