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In the Financials feature, how do I add a new transaction?

How Do I Add a New Transaction?

Also searched as: record an expense, create a transaction, log a payment, enter a purchase in Financials

What Is a Transaction?

A transaction represents an individual instance in which your community either spends or receives money — everything from utility payments and maintenance fees to dues payments and sponsor contributions.

 Step 1: Open the Transactions Screen

  • Click on the Financials tab to open it.
  • Click on the Transactions tab to view the "TRANSACTIONS" summary screen. Any transactions you've already created appear in the list here.

 Step 2: Start a New Transaction

  • Click the Transaction Actions button, then choose +Add New Transaction.

 Step 3: Fill Out the Transaction Details

In the "ADD TRANSACTION" window:

  1. Click the Vendor Payee dropdown menu and choose the vendor for this transaction.
  2. Click the Transaction Type dropdown menu and select the type of transaction.
  3. Enter the total amount of the transaction in the Amount box.
  4. Click in the Transaction Date box to add the date. In the date-picker, click a date to select it, then click Set at the top right corner to return to the "ADD TRANSACTION" window.
  5. In the Reference # box, optionally enter an alphanumeric designation you or the vendor assigned to this transaction, such as a job number or purchase order number.
  6. Click the Payment Account dropdown menu and choose the account this payment is drawn from or deposited to.
    • The account assignment defaults to the "Default Account" assigned to the vendor during vendor setup.
  7. In the line-items grid, click the Account column dropdown to itemize which account each portion of the transaction applies to.
  8. In the Description column, enter a description of the item or service.
  9. Enter the amount for that line in the Amount column.

 Step 4: Add Multiple Line Items (Optional)

If the transaction included multiple items or services:

  • Click Add Line to add another instance of the account, description, and amount fields, then enter data for the new line.
  • Click Clear Lines to clear transaction data from all lines if you need to start over.

 Step 5: Add Notes and Attachments (Optional)

  • Enter other comments and information about the transaction in the Transaction Notes box.
  • Click Add File Attachments to upload documentation associated with the transaction, such as scanned or digital receipts and invoices.
  • An individual uploaded file can be up to 15 MB in size.
  • Repeat the upload process to add more files.

 Step 6: Save the Transaction

  • Click Save when you're happy with your transaction setup.