Client Management Settings
Configure payment methods and other client management parameters for your organisation.
1 What's on this page
The Client Management Settings page provides two configuration areas accessed through tabs. Each tab controls a different aspect of the client management system.
Payment Methods
Define and manage the payment methods your organisation accepts when clients pay invoices or make deposits (e.g., Cash, Bank Transfer, Credit Card, Cheque). Active payment methods appear in dropdowns throughout the client accounting system.
Receipts
Configure receipt numbering including the prefix and code generation method. Choose between system default date-based codes or custom sequential numbering starting from a specified value.
Who can access: Users with the Client Management Settings permission can view and modify both payment methods and receipt settings. Users without this permission see an access notification instead.
Changes to payment methods and receipt settings take effect immediately across all client transactions and receipt processing.
2 Payment methods
The Payment Methods tab manages the list of payment options your organisation accepts. Each client receipt or invoice payment must be assigned a payment method. This classification helps with accounting reconciliation, financial reporting, and transaction tracking.
2.1 Active and deactivated views
The page displays two radio button views:
- Active: Shows payment methods currently in use. These appear in dropdowns when recording client payments or creating receipts.
- Deactivated: Shows payment methods that have been removed from active use. Deactivated methods no longer appear in dropdowns but remain in the system for historical transactions.
Switching between views updates the table immediately. Each view has its own search, sort, and pagination controls.
2.2 Search and filter
A search box (top-left) filters payment methods by name as you type. The search applies to the currently selected view (Active or Deactivated). An information icon next to the search box shows which fields are searchable.
If no results match your search, an alert displays: "There are no [active/deactivated] payment methods for your search terms."
2.3 Add a payment method
In the Active view, click the Add Payment Method button (top-right) to open the payment method window. The window opens with a blank form:
- Name: Enter a descriptive name for the payment method (e.g., "Cash", "Bank Transfer - USD", "Credit Card", "Cheque"). This field is required.
Click Submit to save the new payment method. The system validates that the name is not empty. While submitting, the button shows a loading indicator with text "Submitting..."
Cancel closes the window without saving. New payment methods are added to the Active list and immediately become available in payment dropdowns.
2.4 Active payment methods table
The Active table displays payment methods alphabetically by default. Each row shows:
- Edit: Opens the payment method window with the current name pre-filled.
- Name: The display name shown in dropdowns and reports. Click the column header to sort alphabetically (ascending or descending).
- Deactivate: Red button with a ban icon that removes the payment method from active use. The method moves to the Deactivated view.
Pagination: If more than 15 payment methods exist, the table paginates. Use the dropdown (top-left) to show 15, 30, or 60 items per page. Navigation controls appear at the bottom of the table.
2.5 Edit a payment method
In the Active table, click the Edit button (blue pencil icon) to open the payment method window. The window title changes to "Edit Payment Method" and the current name is pre-filled.
Change the name as needed and click Submit to save. The change applies immediately to all dropdowns and reports. Existing transactions using this payment method retain their classification.
Cancel discards changes and closes the window.
2.6 Deactivate and reactivate
Deactivating a payment method
In the Active table, click the red Deactivate button (ban icon) for the payment method you want to remove from active use. A confirmation window appears asking you to confirm the action.
Important: Existing transactions using this method retain their classification. Only new transactions are prevented from selecting the deactivated method. The payment method immediately moves to the Deactivated view and is removed from all dropdowns.
Reactivating a payment method
Switch to the Deactivated view and locate the payment method. Click the green Activate button (plus icon) to restore the method to active use. A confirmation window appears asking you to confirm the action.
Once confirmed, the payment method moves back to the Active view and appears in payment dropdowns again.
2.7 Deactivated payment methods table
The Deactivated table shows payment methods removed from active use. The table includes:
- Name: The name of the deactivated method. Click the column header to sort alphabetically (ascending or descending).
- Activate: Green button with a plus icon that restores the payment method to active use.
Empty state: If no payment methods are deactivated, an alert displays: "There are no deactivated payment methods."
3 Receipts
The Receipts tab configures how receipt codes are generated when creating client receipts. This includes setting the receipt number prefix and choosing between system default date-based codes or custom sequential numbering.
3.1 View receipt settings
The Receipts tab displays the current receipt configuration in a table with these settings:
- Use Default System Receipt Code: Indicates whether the system uses default date-based code generation (checkmark) or custom sequential numbering (X icon).
- Receipt Prefix: The prefix applied to all receipt codes (e.g., "RCP").
- Custom Receipt Start Value: When using custom sequential numbering, shows the minimum starting number. When using system default codes, displays "Default System Code".
If no receipt settings have been configured, an information message prompts you to add settings.
3.2 Add or edit receipt settings
Click the Add or Edit button (top-right of the table) to open the receipt settings window. The window displays a "Transaction & Document Codes" table with one row for receipts:
Receipt configuration fields
- Type: Shows "Receipt" (read-only).
- Prefix: Enter a prefix for receipt codes (e.g., "RCP", "RCT"). This field is required.
- Code: Configure how receipt codes are generated:
- Use Default System Codes: Checkbox that controls the generation method.
- Enabled (checked): Receipt codes use Musket's date-based format (e.g., RCP20250113001).
- Disabled (unchecked): Receipt codes use sequential numbering starting from a specified minimum number.
- Min. Number: Appears when "Use Default System Codes" is unchecked. Enter a starting number for sequential generation. Numbers are automatically padded to at least 3 digits with leading zeros. For example:
- Prefix "RCP" with minimum 1: generates RCP001, RCP002, RCP003...
- Prefix "RCP" with minimum 50: generates RCP050, RCP051, RCP052...
- Prefix "RCP" with minimum 1000: generates RCP1000, RCP1001, RCP1002...
- Use Default System Codes: Checkbox that controls the generation method.
Information icon: Next to the "Code" column header, an information popover explains: "Tick 'Use Default System Code' to generate the automated codes using Musket's date based formatting. Else untick it, and provide a starting number - to generate codes using a simple numbering system - starting from your provided minimum number."
Click Submit to save the settings. Changes apply immediately to new receipts. The system finds the next available receipt code based on existing receipts with the same prefix when using custom sequential numbering. Numbers are automatically padded to at least 3 digits with leading zeros for consistent formatting.
Note: Receipt settings are global for the entire organisation. Only one set of receipt settings can be active. Changing these settings affects all new receipts created after the change. Existing receipts retain their original codes.
3.3 Code generation examples
Example 1: System default codes
- Prefix: "RCP"
- Use Default System Codes: Enabled (checked)
- Generated codes: RCP20250113001, RCP20250113002, RCP20250114001 (date-based formatting)
Example 2: Custom sequential numbering with padding
- Prefix: "RCP"
- Use Default System Codes: Disabled (unchecked)
- Min. Number: 1
- Generated codes: RCP001, RCP002, RCP003, ..., RCP010, ..., RCP099, RCP100, RCP101 (padded to 3 digits)
Example 3: Custom sequential numbering starting above 999
- Prefix: "RCP"
- Use Default System Codes: Disabled (unchecked)
- Min. Number: 5000
- Generated codes: RCP5000, RCP5001, RCP5002, RCP5003 (no padding needed for 4+ digit numbers)
Note: Custom sequential codes are automatically padded to at least 3 digits (001-099, then 100+). This ensures consistent formatting and proper alphanumeric sorting in lists and reports.
4 Field and status glossary
Quick reference for terms and statuses used in Client Management Settings.
Payment Method Status
| Status | Meaning |
|---|---|
| Active | Payment method is available in transaction dropdowns and can be used for new client payments. |
| Deactivated | Payment method is hidden from dropdowns. Existing transactions retain this method, but new transactions cannot use it. |
Common Payment Methods
| Method | Description |
|---|---|
| Cash | Physical currency payment |
| Bank Transfer | Electronic funds transfer (EFT) |
| Credit Card | Payment via credit card |
| Debit Card | Payment via debit card |
| Cheque | Payment via bank cheque |
5 Access and permissions
Access to Client Management Settings is controlled by the Client Management Settings - Full permission. Users must have this permission assigned to their role to view or modify any settings on this page.
What administrators can do
- Create and edit payment methods
- Deactivate payment methods to remove them from dropdowns
- Reactivate previously deactivated payment methods
- Search and filter payment methods
Impact of changes
Changes made on this page immediately affect all users:
- New payment methods: Appear in dropdowns within seconds across all client transaction screens.
- Name changes: Apply immediately to dropdowns and reports. Historical data remains intact.
- Deactivation: Removes the method from dropdowns immediately but does not affect existing transactions.
Operational rules enforced
- Payment methods in use: Deactivating a payment method does not affect existing transactions using that method. Historical data remains intact.
- Required field: The payment method name is mandatory. You cannot save a payment method without entering a name.
- No deletion: Payment methods cannot be permanently deleted to preserve transaction history and data integrity. Use deactivation instead.
6 Troubleshooting and FAQs
Why can't I access Client Management Settings?
If you navigate to this page and see an access notification, you lack the Client Management Settings permission. Contact your system administrator to request access if your role requires it.
Why doesn't a payment method appear in the dropdown?
The payment method may be deactivated. Check the Deactivated view in the Payment Methods tab. If the method is there, activate it by clicking the green Activate button.
Can I delete a payment method?
No. The system does not support permanent deletion to preserve transaction history and data integrity. Instead, deactivate the payment method to remove it from active use. Deactivated methods remain in the system for historical reference.
Why is the Submit button disabled in the payment method window?
The Name field is required. If left blank, the Submit button remains disabled. Enter a name and the button will enable.
What happens if I change a payment method's name?
Changing the name affects how the payment method appears in dropdowns and reports immediately. Existing transactions that used this payment method will reflect the new name in historical reports. The transaction data itself is not changed, only the display name of the payment method.