Transactions

A transaction is one movement of money on one account: In (money received) or Out (money paid). Every transaction is for something, its type, such as an invoice payment, an expense or a transfer between accounts.

Transaction statuses

Status	Meaning	Counts in the balance?
Pending	Recorded, waiting for approval.	No
Approved	Confirmed.	Yes
Void	Reversed. It stays on record so the history is complete.	No

A transaction starts Pending, unless the person recording it has Auto-approve on that account, or the type is always approved (for example an adjustment or an opening balance).

Record a transaction

You can only record money on accounts you have staff access to, and only in the direction your access allows.

1. Go to Finance › New Transaction (or select New transaction on the Transactions or Accounts page).
2. Pick what it’s for. Each type comes from a module your clinic uses, for example invoice payments (Invoice), expenses (Expenses), transfers (Account Transfers), adjustments or staff transactions.
3. Fill in the form for that type. Each module’s page explains its form. Most ask for the account, amount, payment method, date, and optionally a reference and notes.

If you see No transaction types available, no finance module is turned on. Ask someone who manages settings to turn one on.

Payment methods

Cash, Card, Bank transfer, Check and Other.

Foreign currencies

When the account isn’t in your clinic’s base currency, the transaction needs an exchange rate. It starts as the current rate for that currency (see Exchange rates), and you can change it for this one transaction. The Base currency amount is calculated from it and never changes later, even if the rate does.

Approve, void or delete

Open a transaction. Under Actions, you see only what your access on its account allows:

Action	Allowed when	Who	What happens
Approve	The transaction is Pending	Staff with Can approve pending transactions	It counts toward the balance right away.
Void a pending transaction	It’s Pending	Staff with Can approve pending transactions	It’s reversed and stays on record.
Void an approved transaction	It’s Approved	Staff with Can void approved transactions	It stops counting toward the balance. It stays on record. This can’t be undone.
Delete transaction	It’s Pending or Void	Staff with Can delete pending transactions	It’s removed entirely and can’t be recovered.

Each action asks you to confirm. For a transfer between two accounts, approving, voiding or deleting acts on both legs at once.

Void or delete?

Use Void when you want a record that something was reversed. Deleting removes the transaction and its history completely. Approved transactions can never be deleted: void them first.

The transaction page

It shows the amount (Received or Paid out), the account, the method, the reference, the exchange rate and base currency amount, when it was created and last updated, and People: who Created it and who Approved it. A card describes what it’s for and links to it, for example the invoice. Refunds are marked Refund.

Approve, Void and Delete transaction are in the page’s Actions section, described above. The ⋯ button at the top right holds module actions: with Print on, Print opens the payment or refund receipt, in A4 or thermal.

Find transactions

Finance › Transactions lists every transaction on the accounts you can see: number, date, what it’s for, account, amount, status and people.

• Search reference or notes.
• Filters: Account, Amount, Date, Direction, Status, Type, Created by and Approved/Voided by.
• Export downloads the filtered list as a CSV file.