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 may not match the app exactly
​because of minor changes.

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 when the expense is incurred by an individual rather than through the typical bookkeeping process. Mileage and Reimbursable Expenses that are incurred by the individual are explained  here  and  here  respectively.

The two basic types of transactions are Income and Expenses. Expenses have the further subtype of Reimbursable Expenses. Income has the special case of Invoice Line Items, which has two additional articles to explain them -  Invoicing Process and Invoice Line Items. That makes for four transactions that you enter from the Bookkeeping page: Invoice Line Items (1), Income (2), Expenses (3), and Reimbursable Expenses (4). The Reimbursable Expenses that are entered on the Bookkeeping page are those that are incurred by the organization rather than the individual.

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

Below is what the Add Invoice page looks like when you click the button (1, 2) shown above.

(1) to enter Invoice Line Items, select the Project you are working with. See  Invoicing Process and Invoice Line Items for more about this feature.
(2) to enter non-Invoice Income, click the 'Add Other Income' button, which will open the form below.

These are the pieces of information that each Income Transaction collects. See a description of each below. This type of Income Transaction would normally be infrequent since almost all revenue for architects comes from Project Invoicing.

IF YOU PREFER TO ENTER INVOICES HERE THERE ARE SOME THINGS TO KEEP IN MIND. Mileage and Reimbursable Expenses have already been entered as Transactions when they were created. They should NOT be included here or they should be deleted as Income Transactions. Another thing to consider is that the Fees feature will not summarize your data correctly and may become useless. Using "Other Income" for Invoices is not recommended.

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 Invoice' button in the top image. 

The Form Information

• Date - the default date is today. Click the date and a calendar will let you choose a different date.
• Project-Phase - select the Project-Phase for which the income was earned. This would usually be a Project-Phase that represents your organization rather than a Project, something like "Office-General".
• Payor - if the Payor does not appear yet in your list of Payors, then you can add the Payor's name with the button above.
• Amount - enter the amount without using a dollar sign.
• Category - select the category for this income.
• Description - describe the income so that you will recall the circumstances.
• Income Received? - select "Yes" or "No". A "No" shows up in the Receivables table.
• ​File - upload a file to provide more details (perhaps a scan of the payment).

Below is what the Expense Transaction form looks like when you click the button (3, 4) 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 (4) in the top image.

If the Payee is not found in the pull-down list, use the 'Add New Contact Organization' button to do that first and then return to make the Expense entry.

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 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. Another advantage to entering the expense when incurred (receive a bill) is that you can file a scan of the bill in MyCorbu and eliminate the need for a "To Be Paid" file.

The Form Information

• Date - the default date is today. Click the date and a calendar will let you choose a different date.
• Project-Phase - select the Project-Phase 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".
• 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 using the button and then returning here.
• 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 (4) shown in the graphic above. Clicking the button opens the Reimbursable Expenses Management page; at the top click the '+ Add Reimbursable Expense' button.

This 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.