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Bank Accounts

A bank account in Vruksha ERP is a validated master record of where money lives, linked to exactly one entity — your organization, a partnership, a partner, a party, a project, or a subproject. This guide covers creating, finding, editing, setting a primary account, changing status, and deleting accounts.

Permissions: Listing and viewing need bank_accounts.view. Creating needs bank_accounts.create, editing/status changes need bank_accounts.edit, and deleting needs bank_accounts.delete. If you cannot see the + New button or an account's actions, ask an Admin for the relevant permission.

The bank accounts list​

Open Finance → Bank Accounts. You get a paginated, searchable list. For privacy, account numbers are masked in the list — only the last 4 digits are shown.

You can:

  • Search by bank name, IFSC, account number, or account holder name (case-insensitive).
  • Filter by entity type (Organization, Partnership, Partner, Party, Project, Subproject), by the specific related entity, by status, and by the primary flag.
  • Sort by bank name, branch, account type, entity type, status, or the created/updated date.

Each row shows the resolved name of the entity the account belongs to, so you can tell "HDFC – Project Fund" apart from "HDFC – Organization Operating" at a glance.

:::note Sensitive data is masked Both the account number (shown as •••• plus the last 4 digits) and the IFSC are masked by default, in the list and the detail view alike.

If you have permission, an eye / reveal icon shows the full value. By default an Admin or a Finance Manager can reveal bank-account details; other roles continue to see masked values. Every reveal is recorded in the Audit & Logs trail. See Data Security for the full rules. :::

Creating a bank account​

Click + New Bank Account. The form uses a type-first flow — you pick what the account belongs to before you pick which one.

Step 1 — Choose the Type and Related Entity​

  1. Select a Type: Organization, Partnership, Partner, Party, Project, or Subproject.
  2. Select the Related Entity from the filtered list. The options depend on the type:
    • Organization → your current organization (the only option).
    • Partnership / Partner / Party / Project / Subproject → the active records of that kind in your organization. The list is searchable by name for long lists.

Step 2 — Fill in the account details​

All of the following are required:

FieldRule
Bank Name2–255 characters.
Branch2–255 characters.
IFSC11 characters in the form XXXX0XXXXXX (e.g. HDFC0001234). Auto-uppercased.
Account NumberDigits only, 5–30 characters.
Account Holder Name2–255 characters.
Account TypeOne of: Savings, Current, Overdraft, Cash Credit, NRE, NRO, Fixed Deposit.

Optional fields:

  • Nickname / Alias — a friendly label such as "Primary Account" or "Project Fund" (up to 255 characters).
  • Set as primary / default receipt — see below.

Step 3 — Save​

Validation runs on Save. A duplicate is rejected when the same combination of Type + Related Entity + Account Number + IFSC already exists — so you cannot accidentally add the same account to the same owner twice. Fix any field errors shown in red and save again.

Setting a primary (default receipt) account​

Each entity can have one primary account — the default destination for receipts. Tick Set as primary when creating or editing an account. If the entity already had a primary account, that flag is moved to the new account automatically in a single transaction, so there is never more than one primary per entity.

Only an Active account can be the primary. If you try to set the default receipt flag on an account that is not Active, the change is rejected with a message to activate the account first. (In the edit form, the Set as primary tick is disabled until the account is Active.)

You can also filter the list by the primary flag to audit which entities have a default account set.

Editing a bank account​

Open an account and choose Edit. You can change the bank name, branch, IFSC, account number, account holder name, account type, nickname, and the primary flag. Only the fields you change are updated.

Type and Related Entity are fixed after creation. You cannot move an account from, say, a Project to a Partner. If an account was created against the wrong owner, create a fresh one and delete the old one.

The same duplicate check applies after an edit, and changes are recorded in the audit trail.

Bank account status​

Every account has a status. The valid statuses are:

StatusMeaning
DraftRecorded but not yet in active use.
ActiveIn use.
SuspendedTemporarily out of use.
ClosedAccount closed.

Change status from the account's Change Status action.

A few rules govern which transitions are allowed:

  • Draft is a one-way starting point. Once an account has been activated it can never be reverted to Draft — the only accounts in Draft are ones that have not yet been activated.
  • The new status must differ from the current one.
  • Activation is always free (no link checks): Draft → Active, Closed → Active, and Suspended → Active go through immediately.
  • Every other transition (for example Active → Suspended, Active → Closed) requires the account to be unlinked from all active records first — you cannot, for example, suspend or close an account that is still referenced by live sales, payments, or holdings. If it is still linked, you get a 409 Conflict naming the modules involved (Stock Management, Units, Quotations, Sales Orders, Sales Invoices) and a prompt to unlink first.

Every status change is audit-logged with who did it and when.

Deleting a bank account (and the guardrails)​

Deletion is a soft delete — the record is hidden, not destroyed, and stops appearing in lists and lookups.

Before it lets you delete, the system checks whether the account is in use anywhere. Deletion is blocked when the account is referenced by any of:

  • Stock payments — a payment recorded against this account on a stock.
  • Unit partner holdings — an ownership / payout reference on a unit.
  • Unit payments — a payment recorded against this account on a unit.
  • Quotations — set as the receiving account on a quotation's unit line.
  • Sales Orders — set as the receiving account on a sales-order unit line, or referenced by a sales-order payment or payment return.
  • Sales Invoices — set as the receiving account on a sales-invoice unit line, or referenced by a sales-invoice payment or payment return.

When blocked, you get a 409 Conflict with a clear message, the modules involved, and a count of the linked records — for example "Cannot delete this bank account because it is linked to active records" with a hint to unlink from active records first. Resolve those references, then delete.