Accounting Transactions

In the Manage Module, Accounting system, double-click on an account from the Chart of Accounts to open the Transaction History window and view, add, and edit accounting transactions.

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. See Reconcile.

Print: Print the list of transactions.

Filtering Options: If you change filter criteria, click Refresh to update the list.

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

  1. On the Accounting window, double click on the account.
  2. Click Add Entry, or double click an existing transaction.

By default, the Simple view of the transaction is shown. Every transaction is split between at least two accounts:

To split a transaction between more than two accounts, uncheck the Simple box, then see Complex View below.

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.

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: 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 detach a source document.

Complex View

Use the complex view to split a transaction between 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.

To split a transaction to more than two accounts:

  1. Uncheck Simple.
  2. Uncheck Memo Same for All if you want a different note for each split.
  3. Click Add to add a new split or double click an existing split to edit.
  4. Enter the split details.
    1. Enter the Debit or Credit amount. Negative amounts are not allowed.
    2. Verify the account. Click Change to select a different account.
    3. Enter a note and check number.
    4. Click OK to save.
  5. Repeat steps 3- 4 for each split.