You will need the Full Write Accounting permission to perform these actions.
An account register typically corresponds to a bank account (checking, savings, and so on) or a credit card account. To open your registers, go to Accounting > Entry > Registers from the left-hand menu.
Register screen overview
Use the Register dropdown to choose the account you want to work in. This defaults to your lowest-numbered asset account. The list contains asset and liability accounts from your chart of accounts. See How do I set up my chart of accounts? for more on setting up your chart of accounts.
With an account selected, you'll see its Posted Balance at the top, along with a card for each fund in the account. Each fund card shows that fund's balance and, with a fill bar, how much of the account's total balance it makes up.
The Fund Distribution Within This Account panel on the right shows the same breakdown as a pie chart. Select a fund card or a slice of the pie to filter the transactions table below to just that fund.
Below this area is a table listing every transaction in the account, including payments, deposits, and transfers in and out. Each row shows the transaction's date, status, type, method, accounts, funds, payee, and amount. Click on the red X beside Filter to reset the listed transactions.
Adding a register entry
To add a new transaction, select + Add New near the top of the Registers tab. To edit an existing transaction, select its date in the table or open the row's 3-dots menu (⋯).
Alternatively, you can import transactions from a spreadsheet or connect your bank account to import them automatically. How do I import my bank transactions? goes into more detail.
+ Add New opens the Add Register Entry window, which has General and Files tabs.
Register
Required. The account this transaction belongs to. Defaults to the register you're currently viewing.
Method
How the transaction was paid — for example, ACH, Cash, Check, or Credit Card.
Date
Required. The date of the transaction. If this is coming from a bank statement, the date should match what is on the statement.
Reference
Any reference number you want to store with the transaction. This field appears when the method is anything other than Check.
Check #
When the method is Check, enter the check number here. Turn on Print later? to clear the field and add this transaction to the print-check queue to print later.
Payee
Optional. The person or vendor associated with this transaction. For an expense, this might be the vendor you paid (for example, Best Buy or Amazon); for income, the person who paid you. Use the Single / Split toggle to record a single payee or multiple payees.
Line Items
This section is where you set the Account/Fund and Amount for the transaction. You can also add an optional Description to clarify the reason for the line.
Note: the description is for internal use only and won't appear on any printed checks. Use the Memo field instead if it needs to appear on a printed check.
To add another line, select the + icon; to remove a line, select the × icon at the end of the row. A running Total appears below the lines.
A positive line item amount increases the balance of the register you are adding the transaction to. A negative number decreases it.
You can also label income and expense lines with accounting tags — an extra reporting dimension such as a department, ministry, or campus. After entering a line, click Add tags under its description to open the tag panel, then choose a value from each tag group. Your choices appear as colored pills on the line and in the Tags column, and you can filter or group financial reports by them. Tags are optional unless a tag group is marked required. For setup and reporting details, see How do I use accounting tags?
Files
Use the Files tab to upload any documents you need to store with this register entry, such as a receipt or invoice.
Memo
A general description for the transaction as a whole. This will appear on the check if it is printed.
When you're finished, select Post to save the transaction. To finish it later, select Save As Draft — draft entries are held separately and don't affect your balances until they're posted. Turn on Keep open to add another to record several entries in a row.
Transaction statuses
The C/R column shows the reconciliation status of each transaction. A legend just above the table explains what each icon means.
Any transactions that were added automatically from a bank feed (through an automatic import) show a bank icon.
A cleared marker appears for transactions imported from a bank source (either automatically or manually), since these are assumed to be tentatively cleared but not yet reconciled.
A reconciled marker appears once the transaction is part of a completed bank reconciliation, meaning it was verified against your bank records as of a given date. See How do I reconcile transactions with the bank? for more information.
A lock icon appears when the transaction falls in a closed accounting period. Locked transactions can no longer be edited, and their period must be reopened before any changes can be made.
Contribution batches
Contribution batches that were posted to accounting show Batch Posting in the Type/Reference column, along with the batch ID. Select the batch ID to open the contribution batch itself.
