Recording a transaction

Record everything that is not a card payment taken through PTA Events: cash from events, cheques, bank transfers, grants, and everything your organisation spends. Card takings post themselves.

How do I record one?

1. Go to Finances > Transactions
2. Open the Manage menu and choose Add Transaction
3. Fill in the details below and click on the Add button

What do the fields mean?

• Date - when the money actually moved, not when it was promised.
• Amount - always a positive number. You never enter a minus figure; the category decides which way the money went. You can paste straight off a statement, including a currency symbol and commas.
• Description - what it was, in your own words.
• Reference - optional. A cheque number, invoice number or bank reference.
• Category - what the money was for: a donation, ticket sales, insurance, prizes. Categories become the lines on your year-end accounts.
• Account - where the money physically sits: your current account, savings account or cash tin.
• Fund - what the money may be spent on. Restricted money goes in its restricted fund; everything else in your general fund.
• Event - optional. Linking a cost or a cash receipt to an event lets you see what the event really made rather than just what it took.

Things that stop a transaction being saved

• A date before the account's start date. Everything before that is already inside the opening balance.
• A date inside a financial year you have closed. Reopen the year first if it really belongs there.
• A closed account, fund or category.

Related reading

• Finding and exporting transactions
• Editing and deleting transactions
• Linking transactions to an event