Accounting Transactions

In Accounting, double-click on an account from the Chart of Accounts.

From the Transaction History you can view, add, and edit accounting transactions.

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

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

Export: Save the list of accounting transactions as a text or Excel file. Use the filtering options to limit the transactions that are exported.
Created by: The logged-in user that made the accounting transaction.
Last Edited by: The last user logged-in user that made changes to the accounting transaction.
Clear: X in the column indicates the entry has been reconciled.

Add a Transaction

Click Add Entry to add a new transaction. The Edit Transaction window will open.

By default, the Simple view of the transaction is shown. Every transaction is split between at least two accounts: the account the amount is deducted from (usually an asset account) and the account the amount is assigned to (often an expense account). To split a transaction between more than two accounts, uncheck the Simple box, then see Complex View below.

Date/Time Entered: The date and time the transaction was added.
Date/Time Edited: The date and time the transaction was edited.
User Entered: The logged-in user that made the accounting transaction.
User Edited: The last user logged-in user that made changes to the accounting transaction.
Date: The date of the transaction. Transactions will be sorted by this date.
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: Notes to identify this transaction. To enter a different memo for the Other Account, uncheck Simple.
Check Number: Optional. Enter a value to represent the transaction for reference (e.g. check number, DEP for deposit transactions, AW for automatic withdrawal transactions, etc.)
Source Documents: The source of deposit or patient payment. If Automatic Deposit Entries and Automatic Payment Entries are set up, deposits and patient payments will be automatically attached as a source document. Click Detach to remove the source document.

Complex View

Use the complex view to split a transaction to more than two accounts (e.g. for credit card payments) or to assign a different memo under each account. Transactions can be split however you wish but all debits must equal the sum of all the credits.

Reconcile Date: The date this transaction was reconciled. See Reconcile.
Add: Create a split to another account.
Totals: Total Debit and Credit amounts split between the accounts (must equal).
Memo Same For All: Uncheck to enter a different memo for each split.
Export: Save the Edit Transaction details to a text or Excel file.

To split a transaction to more than two accounts:

  1. Uncheck Simple
  2. (optional) Uncheck Memo Same for All to enter a different memo for each split.
  3. Click Add to create a new split or double-click an existing split to edit.
  4. Enter the split details and click Change to select the splitting account.
  5. Click OK in the Edit Journal Entry window to save the split.
  6. Repeat for each split.