Transactions

Transactions are the fundamental way that you interact with the Bookkeeping features. Transactions have two basic types and two special cases. 

​This article explains how to enter transactions.
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Note: The graphic images below do not match the app exactly
​because of changes to layout.

Most transactions are entered on the Bookkeeping page of the app. The two special cases, Mileage and Reimbursable Expenses, are entered on the Timesheet page because the expense is incurred by an individual rather than through the typical bookkeeping procedure. Mileage and Reimbursable Expenses that are incurred by the individual are explained  here  and  here  respectively.

The three transactions that you enter from the Bookkeeping page are Income (1), Expense (2), and Reimbursable Expenses (3). These are Reimbursable Expenses that are incurred by the organization rather than the individual.

The image below shows where you access these three types of transaction on the Bookkeeping page.

Below is what the Income Transaction form looks like when you click the button (1) shown above.

These are the pieces of information that each Income Transaction collects. See a description of each below.

An Income Transaction can have three steps, or you may choose to skip the first two steps and just enter income when it is received. The first potential step is to enter the amount of an invoice when you have calculated it, but before it has been sent. The second potential step is to return to the transaction and mark it "Invoiced? = Yes" when the invoice is sent.

Income Transactions that have been entered using this form, but which have not been paid, can be found in the 'Receivables' table. You can find the 'Receivables' next to the 'Add Income' button in the top image. By entering an Income Transaction when the income is earned rather than when received allows you to see how much money is owed to you.

The Form Information

• Date - the default date is today. Click the date and a calendar will let you choose a different date.
• Project - select the project for which the income was earned. In the event that the income is not a design fee, you should have a project that represents your firm, something like "Office", "General Office" or your firm's name.
• Payor - for fees this is the Client. If the Client does not appear yet in your list of Payors, the you can add the Client's name on-the-fly by clicking the "+" sign.
• Category - select the category for this income.
• Description - describe the income so that you will recall the circumstances. The invoice number for a project might go here.
• Amount - enter the amount without using a dollar sign.
• Invoiced? - leave this unchecked if you want this entry to serve as a reminder. Otherwise, check the box.
• Due Date - record a due date if desired.
• Income Received? - select "Yes" or "No". A "No" shows up in the Receivables table.
• ​File - upload a file to provide more details (perhaps a copy of the invoice).

Below is what the Expense Transaction form looks like when you click the button (2) shown in the first graphic above.

These are the pieces of information that each Expense Transaction collects. See a description of each below. Note the button for Reimbursable Expenses. If this expense is reimbursable, exit this form using this button, which is equivalent to button (3) in the top image.

An Expense Transaction can have two steps, or you may choose to skip the first step and just enter an expense when it is paid. The first potential step is to enter the amount of a bill when you receive it, but before it has been paid. The second (or only) step is to return to the transaction and mark it "Paid? = Yes" when the bill is paid.

Expense Transactions that have been entered using this form, but which have not been paid, can be found in the 'Payables' table. You can find the 'Payables' next to the 'Add Expense' button in the top image. By entering an Expense Transaction when the expense is incurred rather than when paid allows you to see how much money you owe to others.

The Form Information

• Date - the default date is today. Click the date and a calendar will let you choose a different date.
• Project - select the project for which the expense was incurred. In the event that the expense is not related to a design project (say, the rent), you should have a project that represents your firm, something like "Office", "General Office" or your firm's name.
• Payee - for expenses this is the vendor. If the vendor does not appear yet in your list of Payees, the you can add the vendor's name on-the-fly by clicking the "+" sign.
• Amount - enter the amount without using a dollar sign or a minus sign.
• Description - describe the expense so that you will recall the circumstances. 
• Category - select the category for this expense.
• Due Date - record a due date if desired.
• Paid? - select "Yes" or "No". A "No" shows up in the Payables table.
• ​File - upload a file to provide more details (perhaps a copy of the bill).

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Below is what the Reimbursable Expense page looks like when you click the button (3) shown in the first graphic above. Click the button (4) to open the Reimbursable Expense form.

Below is the Reimbursable Expense form that you use when the organization is incurring an expense that will be reimbursable, say a consultant or reprographics cost.

A Reimbursable Expense is a special case of an Expense Transaction because it also has an Income Transaction connected to it. By using this form two transactions are created with the same information. If you don't use this form, then you must remember to create the second transaction (not recommended).

The expense portion of the Reimbursable Expense Transaction appears in the Payables table. The income portion of the Reimbursable Expense Transaction appears in the Receivables table.

The Form Information is basically the same as an Expense Transaction.