Minzani User Guide
Answers to common questions about using Minzani. Can't find what you need? Email [email protected] — our parent company Prolearnerz Solutions' support address.
The Ledger
Recording money in and out, deposit and expenditure confirmation, and closing the books each month.
On this page
- What is the ledger?
- How do I record money coming in?
- How do I record an expense?
- What are categories, and can I change them?
- What payment methods can I record?
- Can I attach a receipt photo or document?
- What is deposit approval, and should I turn it on?
- How do I confirm a deposit?
- What is expenditure approval?
- How do I approve an expenditure?
- How does closing the month work?
- Can I fix a mistake after the month closes?
- Can I edit or delete an entry?
- What is "Moved from previous month"?
- What are the "How are you performing today?" Income and Expenditure figures?
What is the ledger?
The ledger is your business's cash-book — a running list of every receipt (money in) and expenditure (money out), one calendar month at a time, with a running total that updates as you add entries. It's single-entry, not double-entry accounting: no debits, credits, or chart of accounts to learn, just "money came in" or "money went out."
How do I record money coming in?
From Record a Sale/Expenditure/Restock (top of the Ledger page), stay on the Receipt tab, enter the date, amount received, how it was received, and a short description, and optionally attach a file — the Item field is entirely optional, only relevant if you're using Item List (see that section). There's no category field on this side — categories exist to track spending, and Profit vs Loss only ever breaks down expenditures. It's saved to that month's ledger immediately and included in the running total right away.
How do I record an expense?
Same page as a receipt — switch to the Expenditure tab instead, or start directly from the Record expenditure button on the Item List page for the lean version with no Item field at all. Expenditure has one extra field, Category, which the Receipt tab doesn't need. Picking one is worth doing even though it's optional, since that's what Profit vs Loss uses to break down your spending (see the Profit vs Loss section).
What are categories, and can I change them?
Categories group your expenditures — Rent, Utilities, Salaries & Wages, and so on. Every new business starts with ten common ones already set up. Anyone on the team can see the category list from Categories, but only an Owner/Admin can rename, delete, or add one. Deleting a category doesn't delete the entries that used it — they just lose that tag and show as "Uncategorized."
What payment methods can I record?
Cash, Mobile Money, or Bank — pick whichever matches how the money actually moved. This is a label on the entry for your own records; Minzani doesn't process or move money itself (see "Does Minzani ever touch my customers' money?" in Subscription & Billing).
Can I attach a receipt photo or document?
Yes — when recording an entry, you can attach a file (like a photo of a physical receipt). It's optional by default, but an Owner/Admin can turn on Require receipt upload in Business Settings to make an attachment mandatory on every new entry. Attachments are only ever visible to people who actually belong to your business; there's no public or shareable link to one.
What is deposit approval, and should I turn it on?
It's an optional control, off by default, that stops the person who recorded a receipt from also being the one who confirms the cash actually reached the bank or mobile money account — useful once you have more than one or two people handling money. Turn it on from Business Settings. If you're a sole proprietor or a very small team, it's fine to leave off — there'd be nobody else to do the confirming anyway. The business's founder — whoever originally signed up and created the account — is always exempt from this rule and can confirm their own entries even with approval on, so turning it on never locks the founder out of their own books; it only applies to everyone else, including other Owner/Admins they've since added.
How do I confirm a deposit?
When deposit approval is on, a new receipt shows "Not confirmed" until an Owner/Admin, Bookkeeper, or Accountant other than whoever recorded (or last edited) it clicks Confirm deposit next to that entry — the founder can always confirm their own regardless. A Bursar can record the receipt but can never confirm one, even someone else's. The amount doesn't count toward your totals until it's confirmed; confirming is what makes the money count, not just a check that happens afterward.
What is expenditure approval?
The same idea as deposit approval, mirrored for money out: it stops the person who recorded an expenditure from also being the one who approves it. Independent of deposit approval — turn on one, both, or neither, from Business Settings. Also off by default for the same reason: a sole proprietor or very small team wouldn't have anyone else to do the approving. The founder gets the same standing exemption described above.
How do I approve an expenditure?
When expenditure approval is on, a new expenditure shows "Not approved" until an Owner/Admin, Bookkeeper, or Accountant other than whoever recorded (or last edited) it clicks Approve expenditure next to that entry — the founder can always approve their own. A Bursar can record the expenditure but can never approve one, even someone else's. Like deposit confirmation, the amount doesn't count toward your totals or Profit vs Loss until it's approved.
How does closing the month work?
Each month closes on its own, automatically, once its calendar period ends — there's no manual "close" button. A month won't close while it still has a receipt with an unconfirmed deposit or an expenditure awaiting approval; it stays open until that's resolved, then closes on the next daily check.
Can I fix a mistake after the month closes?
An Owner/Admin can reopen a closed month for correction from the ledger page, but only if it's among the 3 most-recently-closed months for your business — older than that, it's locked for good. Once reopened, you can add or correct entries in it until it closes again on the next daily check.
Can I edit or delete an entry?
You can edit one — the entry's own creator or an Owner/Admin can fix a typo, wrong amount, or wrong category by tapping Edit next to that entry, which opens it in a quick pop-up form right there on the ledger page, but only while that entry's month is still open (or has been reopened for correction; see below). Once a month is locked for good, nothing in it can change again, by anyone. Deleting an entry outright is never possible, even for an Owner/Admin — if something shouldn't be there at all, the closest option is editing it down to reflect what actually happened, with a description explaining why. Every edit is recorded in the Activity Log with exactly what changed, from what to what, and by whom — so correcting a mistake never means losing the trail of what the books originally said. If deposit or expenditure approval is on and the entry being edited was already confirmed, editing anything about it — including swapping the attachment — clears that confirmation, so it goes back to needing approval again from someone other than whoever made the edit (the founder excepted — see "What is deposit approval?").
What is "Moved from previous month"?
It's the previous month's "Balance on hand," carried into the current month as its opening figure. It's always freshly calculated from the previous month's real totals rather than stored as a fixed number, so it can never quietly drift out of sync if an entry changes. The ledger table shows this same figure as its own "Moved forward" line, right above the month's entries — and it counts as money in, the same way a paper cash-book's "brought forward" line does, so the Totals row at the bottom of the table always works out to IN minus OUT equalling "Balance on hand."
What are the "How are you performing today?" Income and Expenditure figures?
A quick same-day summary shown on both your dashboard and the ledger page — Income and Expenditure totals for confirmed entries recorded on Minzani today. "Today" means when the entry was actually entered on the platform, not the transaction date you chose for it — so an expenditure you backdate to last week still counts here if you're entering it today, while an old entry only edited today doesn't reappear in it. Like every other total in Minzani, an entry only counts once it's confirmed (see "What is deposit approval?" and "What is expenditure approval?" above) — if your business doesn't use approval, that happens automatically. These figures update the moment you refresh the page after a new entry, and reset to zero right after midnight since they're always just today's activity, not a running counter that needs clearing.