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How do I work with account registers?
How do I work with account registers?

Describes how to enter payments and deposits into account registers.

Updated over a week ago

You will need the Full Write Accounting permission to perform these actions.

An account register typically corresponds to a bank account (i.e. checking, savings, etc.) or credit card account. To get to the registers, go to Accounting > Entry > Registers from the left hand menu.

From this tab, use the "Register" dropdown to choose the account register you are interested in working in. This defaults to your lowest-numbered asset account. The list contains asset and liability accounts from your chart of accounts that have a special usage of "Cash Account" or "Credit Card Account." See this article for more information on setting up your chart of accounts.

With an account selected, you will see the current book balance for that account along with balances for all funds in that account. There will also be a pie chart on the right side showing how much of your total account balance is taken up by each fund.

Clicking on a fund (either the box or the pie wedge) will filter the table to only show transactions containing that particular fund. Use the Reset Filter button to reset everything back to show all funds.

Below this top area, you'll see a table containing all the individual transactions in this account. This includes payments, deposits, and transfers in and out.

To add a new entry to the register, click on the Add New button near the top or to edit an existing entry, click on the date field in the table. Alternatively, you can import transactions via a spreadsheet or connect your bank account to the register to import transactions automatically. This article goes into more detail.

This will open a pop up with the following fields:

Date

Required. The date of the transaction. If this is coming from a bank statement, the date should match what is on the statement.

Payment Method

How the transaction was paid.

Check No.

If Check is chosen as the payment method, this will be where you enter the check number. If you toggle the "print later?" checkbox, the field will be cleared and grayed out and this transaction will appear in the print check queue for later printing. See this article for more details.

Reference #

Any reference number you want to include with this transaction. Only appears if the payment method is not "Check."

Payee

Optional. The person or vendor associated with this transaction. For example, for expenses you may want to put the vendor you paid (i.e. Best Buy, Amazon, etc.) If it's income, you may want to indicate the person who paid you.

Line Items

The next section lets you indicate the account, fund and amount this transaction is for. You can also enter an optional description to further clarify the reason for the debit/credit. The description is for internal use only and would not appear on any printed checks. Use the Memo field instead if this needs to appear on a printed check.

To add additional lines, click on the "add lines" button and to delete a line item, click on the trash icon at the end of the row.

A positive line item amount will increase the balance of the account register you are adding the transaction to. Similarly, a negative number will decrease it.

Files

This area lets you upload any documents you need to store with this register entry such as a receipt, invoice, etc.

Memo

General description for the transaction as a whole. This will appear on the check if printed. The line item description above would not.

Once finished, click on the "Save" button to save your changes.

Transaction Statuses

The C/R column in the entry table contains the reconciliation status of each transaction. There is a legend right above the table that indicates what each possible value means.

Any transactions that were added as a result of an automatic import through Plaid will show a bank icon.

A "C" will appear for all transactions that were imported (either automatically or manually) as this is assumed to be coming from a bank source and therefore tentatively cleared.

An "R" will appear when the transaction is part of a bank reconciliation. See this article for more information on how to do a bank reconciliation in the system.

Contribution Batches

Contribution batches that were posted to accounting will show "Batch Posting" in the Type/Reference column along with the Batch ID. Clicking on the Batch ID will take you to the contribution batch itself.

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