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Transactions: View, Edit, Add

For each account set up in Accounting, you can view, add, and edit transactions.

View Transaction History
In the Chart of Accounts, double click on an account to open it.

Transactions already entered are listed by date.  By default asset, liability, and equity accounts show the entire history.  Expense and revenue accounts default to the current year. To edit a transaction, double click on it. 

Add Entry: Add a new transaction.
Reconcile: (asset accounts only) Reconcile monthly bank statements.
Print: Print the list of transactions.
Filtering Options: If you change filter criteria, click Refresh to update the list.

  • From/To: View transactions for a specific date range.  Click [V] to select dates from a calendar.  Click [V] again to close the calendar.
  • Find Amt:  Search the Debit and Credit columns for a specific amount.
  • Find Text: Search for specific text in the Chk# or Memo column.

Add a Transaction
Every transaction is split between at least two accounts:

  • The account the amount is deducted from (usually an asset account).
  • The account the amount is assigned to (often an expense).

A transaction can be added from either account.

  1. Open the account.
  2. Click Add Entry.

By default, the Simple view of the transaction is shown. To split a transaction between more than two accounts, uncheck the Simple box, then see Complex View below. 

  1. Enter the transaction details.
    Date:  The date of the transaction. Determines the sort order of the transaction.
    Amount:  The transaction amount.  To deduct an amount from the account, enter a negative value.
    Other Account:  Click Change to select the second account.
    Memo: Payee name or notes to identify this transaction.
    Check Number: Optional.
    Source Documents:  A good accounting system always has a source document for every transaction.  If you have set up Automatic Deposit Entries and Automatic Payment Entries, deposits and patient payments will be automatically attached as a source document.
    Deposit: The attached deposit. If one is not automatically attached, click Attach, then double click the deposit to select.
    Payment: Any Patient Payments attached. They can only be automatically attached.
    To remove a source document, click Detach.
  2. Click OK to save the transaction.

Complex View: The complex view is useful when you need to split a transaction between more than two accounts (e.g. for credit card payments). Transactions can be split however you wish, however the all debits must equal the sum of all the credits.

  1. Uncheck the Simple box.

  1. Click Add to add a new split or double click an existing split to edit.

  1. Enter the split details.
    a. Enter the Debit or Credit amount. Negative amounts are not allowed.
    b. Verify the account. Click Change to select a different account.
    c. Enter a note and check number.
    d. Click OK to save.
  2. Repeat steps 1 - 3 for each split. To make the memo the same for all transactions, check Memo Save For All.


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