What Is a Susu Vault, in Simple Words?
A vault answers the question where is the physical or actual money.
The Vault helps you to Manage and Monitor Cash Movements in your susu business operations. Each has a name, and each has a person responsible for it.
Now when your customers ask, “Where is the money?”, you do not guess. You look at the right vault and answer.
The 3 Buttons You Will Use Often on Susu-Crm Vault Page
New Vault: Create new Vaults to know the position of every money
Transfer: Use this when you move money between your own vaults. For example, after depositing GH₵1,000 from the cash box into the bank, record a transfer from the Cash Vault to the Bank Vault. Both vaults show the right amounts, and the movement is on record.
Reconcile: This means checking that what the system shows matches the real money. Count your cash, check your MoMo wallet and bank balance, and compare them with your vaults. If they match, you are in good shape. If not, you catch the difference early, while it is easy to fix.
Find Any Vault Fast
Use the search box to find a vault by name, and the filters to narrow your list. This helps a lot when you have many vaults.
Let’s create your first one.
Before You Start: Get These 4 Things Ready
- The group the vault belongs to
- The person who will be responsible for the money
- A clear name for the vault
- The type of money it will hold: Cash, Mobile Money or Bank
How to Create a Vault on Your SUSU-CRM Dashboard
Step 1: Open the Vault section and tap “Create New Vault”
From your susu-crm dashboard, go to the Vault section and tap the option to create a new vault.
A form opens with the heading Create New Vault.
Step 2: Select the Owner Group
Tip: If your susu business has branches, teams or different groups handling money, pick the one that matches. Your records stay neat from day one.
Step 3: Select the Owner
Tap the Owner box and pick the person responsible for this vault.
Tip: Choose the person who truly handles the money. When every vault has a name attached, nobody can say “I don’t know who has it.”
Step 4: Type the Vault Name
Good names explain themselves:
- Kwame Cash Vault
- Ama MoMo Vault
- Main Bank Vault
- Market Cash Vault
Tip: Start with the person’s name or the location, then the type. Avoid “Vault 1”. In three months you will not remember what it means.
Step 5: Choose the Vault Type
Tap the Vault Type box (it shows “Select Type”). Three choices will open:
- Cash: physical money in your cash box, drawer or bag
- Mobile Money: money in your MoMo wallet
- Bank: money in your bank account
Not sure which to pick? Ask yourself: “Where is this money sitting right now?” That answer is your vault type.
Step 6: Enter the Opening Balance
The opening balance is the amount of money already in this place on the day you create the vault.
For example, if your cash box has GH₵1,500 today, type 1500. If your MoMo wallet has GH₵800, type 800 in the MoMo vault. If you are starting fresh with nothing in it, leave it at 0.00.
Tip: Do not guess. Count the cash, check the MoMo balance, look at the bank balance, then type the real figure. If your starting number is right, every number after it will be right, and you can always check your vault against the real money.
Step 7: Add a Short Description (Optional)
A short note can help understand later. For example:
- “Daily cash collected from market customers”
- “MoMo wallet used only for susu contributions”
- “Weekly deposits from Kejetia branch”
Tip: One short line is enough. Write what the money is for, so anyone who opens the vault understands it quickly.
Step 8: Tap “Create Vault”
Look over everything one last time. Made a mistake? Tap Cancel and start again. All correct? Tap the green Create Vault button.
That’s it. Your vault is ready.
How Many Vaults Do You Need?
Create one vault for each place your money is kept. Take Abena, a collector in Kumasi. She collects cash in the market, receives some contributions by MoMo and banks money at the end of the week. So she creates three vaults:
- Abena Cash Vault (Cash) for daily cash collected from customers
- Abena MoMo Vault (Mobile Money) for contributions sent by MoMo
- Abena Main Bank Vault (Bank) for money deposited in the bank
Now, when a customer asks where the money is, Abena knows exactly where to look. At the end of the week, she counts her cash, checks her MoMo wallet, looks at her bank balance and compares each one with its vault. If they match, she knows her records are right.
5 Mistakes to Avoid
- Skipping the MoMo vault. If you receive MoMo, it needs its own vault.
- Putting everything in one vault. Separate cash, MoMo and bank so each can be checked properly.
- Choosing the wrong owner. Pick the person who really holds the money.
- Using vague names. Clear names save you confusion later.
- Mixing personal money in. Keep your own spending out of your susu vaults. Your customers’ money should stay your customers’ money.
What Happens After You Create Your Vaults?
Your vaults are ready. Now the real benefit begins.Think of this as your money control room. Everything you need to know about your susu money is in one place, and it updates as you work.
Let us use Madam Abena, our collector in Kumasi, as an example. She has three vaults: a Cash Vault, a MoMo Vault and a Bank Vault. Here is what she sees and how she uses it.
The 4 Numbers That Answer Your Biggest Worries
These four figures show the picture for whichever day you select.
1. Inflow: “How much came in?”
This is all the money that entered your vaults that day, such as contributions from customers.
Example: Abena collects GH₵300 in the market and receives GH₵200 by MoMo. Her Inflow for the day is GH₵500.
2. Outflow: “How much went out?”
This is all the money that left your vaults that day, such as a customer payout or a business expense.
Example: Abena pays a customer GH₵200 from her cash. Her Outflow is GH₵200.
3. Vault Balance: “How much do I have in total?”
This is the money in all your vaults put together, with a small note showing how many vaults it covers, like “Across 3 vaults.” This is the figure to check when a customer asks, “How much is with you?”
Example: After the day’s inflow and outflow, Abena can see her total across all three vaults without adding anything by hand.
4. Pending Transfers: “Is any money still on the way?”
When you move money from one vault to another, it may wait for confirmation. Until it is confirmed, it shows here as pending.
Example: Abena takes GH₵1,000 from her cash box to the bank. Until the transfer is confirmed, it shows as pending, so the money never disappears between two places without anyone noticing.
A simple way to read it:
Inflow and Outflow show how money moved today.
Vault Balance shows where you stand.
Pending Transfers shows what is still in transit.
A Simple Daily Routine
- Morning: Check your Vault Balance and any Pending Transfers.
- During the day: Record contributions and payouts as they happen.
- Evening: Look at Inflow and Outflow, then Reconcile to confirm everything matches.
Five minutes a day keeps small errors from becoming big arguments.
Stop Guessing. Start Knowing.
Your customers trust you with their hard-earned money. Give that money a name, an owner and a proper place, and you will never have to dread the question “Where is my money?” again.
Don’t have an account yet? Visit susu-crm.com, sign up and create your first vault today. Or reach out to us through Whatsapp or Call.
Know a susu collector who keeps money in many places with no clear record? Share this guide with them. It could save them a lot of stress