Recording Transactions

Overview

Transactions are the financial events that affect your accounts — collecting dues, paying for campsite reservations, transferring money between accounts, etc.

Required role: Treasurer or Administrator

Transaction Types

TypeWhat It DoesExample
DepositRecords money coming inDues payment from a family
PaymentRecords money going outCampsite reservation fee
TransferMoves money between accountsChecking → Petty Cash

Recording a Deposit

  1. Navigate to Accounting → Accounts
  2. Click on the account receiving money (e.g., “Unit Checking”)
  3. Click Add Transaction
  4. Select type: Deposit
  5. Fill in:
    • Amount — the dollar amount
    • Date — when the deposit occurred
    • Description — what it’s for (e.g., “Smith family — March dues”)
    • Category — income account (e.g., “Dues Collected”)
  6. Click Save

Recording a Payment

  1. Navigate to the account the money is coming from
  2. Click Add Transaction
  3. Select type: Payment
  4. Fill in amount, date, description, and expense category
  5. Click Save

Recording a Transfer

  1. Navigate to either the source or destination account
  2. Click Add Transaction
  3. Select type: Transfer
  4. Select the other account
  5. Fill in amount, date, and description
  6. Click Save

Tips

  • Every transaction creates a full audit trail with who recorded it and when
  • Descriptions are searchable — be descriptive for easy lookups later
  • Double-entry accounting is handled automatically — you just record what happened
  • Use Charge for Event to batch-create transactions from RSVPs