# The "paid from" lists: which accounts they offer, in which order, how to add one, and which one a new form pre-selects

> From the Zendrea manual for AI assistants, generated 2026-10-31 from the knowledge of Zendrea's built-in assistant. All topics: https://www.zendrea.ch/llms.txt; all of them in one file: https://www.zendrea.ch/llms-full.txt. Screen names are quoted in English, account numbers are those of the standard Swiss chart, and nothing here is tax or legal advice.

**Which source a new expense or asset purchase pre-selects.** Not "on account" by default. The form opens with the source this company used last for the same category (expense preset or asset type; after receipt auto-fill, for the same supplier, recognised by its name), else the last source that paid on the spot in any category, else the main bank of the entry's currency. History is per company (all users, all years). "On account" (2000 or a named supplier) is pre-selected only with evidence: that category's or that supplier's own history, a payment slip (QR bill, IBAN) on the receipt when no history says otherwise, or a slip whose IBAN belongs to a supplier (that supplier). A **till receipt** (Quittung, Kassenbon) never opens on account. A custom template with a pinned source always uses its pin. The pre-selection only fills an untouched field: once the user picks a source it stays, also when the category changes, and an edited or copied booking keeps its own source. Nothing on screen says why a source was chosen. Salaries keep the main bank.

Every "paid from" dropdown (the expense, asset-purchase and salary forms, and every payment dialog: expenses, asset purchases, invoice receipts, the Open Items settle button, VAT/AHV/BVG/insurer settlements, salary payments, dividends) offers accounts by **what each account does when a payment comes from it**, decided by the account itself, never by a fixed list of numbers. In Settings → Chart of Accounts a **wallet icon** (second column) marks every account offered under "Paid from"; its tooltip says how (bank, cash, loan, private account, …), and the wallet in the column header shows only those accounts. The kind is shown there but not edited: changing it would change how the account's past bookings read.

**Order and groups.** The list is split by divider lines into up to four groups, always in this order: **money** (the main bank 1020 first, then any other bank, cash 1000, the transfer account 1090, prepaid 1300), **credit card** (2190), **payables** (2000/2004, the non-trade liabilities such as 2208 or 2300, then named suppliers K-…), and the **owner accounts** (the shareholder loans, with 2850 Privatkonto last). Each entry shows the account's own name from the chart, so a renamed account shows its new name. Which groups appear depends on the dialog: the expense and asset forms offer all four, the salary form all but the card; a settlement offers money and the shareholder loans; an incoming payment (invoice receipt, "Neue Einnahme") offers money only.

**Adding an account to the lists: copy it.** An account copied in Settings → Chart of Accounts (copy icon) behaves like its original and appears in the same group, with nothing to switch on. A **second bank account** (e.g. at the ZKB): copy 1020, give it a free number and a name; it appears as a bank in every list that offers the main bank, in the company's base currency. Only active accounts are offered: switching an account off removes it from every list at once.

**Banks.** Every active bank account in the base currency is offered wherever the main bank is. The foreign-currency banks belong to the currency settings: a currency switched on gets its own bank account (1021 to 1023), listed in the booking forms with its currency (the document's currency first) and offered in a settlement only for a bill in that currency. Switching off a currency whose account holds nothing frees and switches off that account; one holding bookings keeps it. A second account in the same foreign currency is not supported yet: a copy of a currency bank counts as a base-currency bank. **1010 Postkonto** and **1029** (payment account at a payment service provider such as PayPal, Stripe or SumUp) exist but are switched off by default; switching one on in Settings → Chart of Accounts adds it to the lists as a bank.

**Shareholder loans (the owner paid privately).** When the owner pays a company bill from their own money, pick the shareholder's loan account: the bill counts as paid, and the company now owes the owner. Offered: **2150** (short-term) and **2470** (long-term), plus **2160, 2480 and 2560** once switched on, and any copy. The booking gets no due date and no Open Items position (the loan is financing, not a supplier debt), but it keeps the book-payment button, so repaying the owner from the bank is booked from the entry row. Copying passes on only this payment behaviour, never the legal meaning: a copy of 2470 renamed "Darlehen UBS" is offered for payments, but it is not a shareholder debt in the annual accounts' note on related parties. A second shareholder's loan belongs on one of the reserved accounts (2160, 2480, 2560), linked to the person in Settings → Persons so the Shareholders table, the interest check and the certificate see it (the topic [people](https://www.zendrea.ch/docs/people.md)). **2850 Privatkonto** is for sole proprietors only (the owner's private payment is a contribution, not a loan); it sits at the end of the owner group and books like the other settlement-free liabilities (no due date, no Open Items, no book-payment button).

**What each dialog offers.** Every payment dialog draws its list from one shared policy. All of them offer the **banks** and, where money genuinely moves, **cash (1000)**; the settlement dialogs also offer the **shareholder loans** for the case where the owner paid a company bill from their private account (the company's supplier debt is cleared and it now owes the owner instead: the same choice the booking form offers, so booking time and settlement time agree). Every settlement also offers **1090 Transferkonto** for a **collective payment**: ONE bank transfer covering SEVERAL bills. Book the statement line as a manual entry (debit 1090 / credit the bank) for the total, then settle each bill with 1090 as the paid-from; 1090 nets back to zero and the bank account shows exactly one movement, matching the statement. Without it the user must book one bank payment per bill, and those individual amounts appear on no statement line. Tell users about this whenever they mention paying several invoices with one transfer. A LEFTOVER balance on 1090 means a collective payment was only half finished (money booked in, not every bill settled back out), and the books health check flags exactly that as **stale-transfer-balance**. The mirror case works too: one incoming transfer covering several customer invoices. The institution settlements (**VAT, AHV, BVG** and the accident/sickness insurers) additionally offer **1300** (prepaid): when an overpayment is left sitting with the authority or the provider, the next bill is settled by drawing that credit down instead of paying again. This is routine for **AHV**, which runs on Akonto instalments against an estimated payroll and is trued up annually. **Salary payments deliberately do NOT offer 1300**: an advanced or overpaid salary is a receivable from the EMPLOYEE (1140 Vorschüsse in the Swiss chart), not a prepaid expense; if a user wants to offset a salary advance, tell them so rather than pointing at 1300. **Named creditors (K-…) are NOT offered as a payment source anywhere**: a creditor is who you owe, not where money comes from; the legitimate "someone fronted the money" case is the shareholder loan. If a user asks to pay a bill "from" a supplier account, explain that and suggest either the shareholder loan (if the owner paid) or a manual entry (if a third party genuinely settled it).

**"Why is account X not in the list?"** Check in this order: (0) no wallet icon on its row in Settings → Chart of Accounts: it is never offered; (1) it is switched off (Settings → Chart of Accounts); (2) it is a kind of account this dialog does not offer (e.g. no cash in the VAT settlement, no payables in a settlement, no 1300 for salaries); (3) it was created as a copy of an account that pays nothing (e.g. a copy of 2100 Kontokorrent or of an expense account): copy the right original instead (1020 for a bank, 2470 for an owner loan); (4) it is a foreign-currency bank and the document is in another currency. Imported accounts (bexio import) take their behaviour from the standard chart when the number is known; otherwise an account bexio marks as a bank is a bank, and the rest follow their group: liquid funds become banks, trade payables supplier debts, and the financing groups owner loans.