After a request has been approved, a transaction must be associated with it in order for the amounts to update accordingly. You can create a deposit, payment, transfer, or allocation based on the type of request made. To learn more about these Finance Requests, read this article. All transactions are managed from your Admin view under the Finance dropdown menu. 

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Creating a transaction tied to a request

Transactions can be created immediately following the request approval; buttons will display at the top of the page for the appropriate type of transaction based on the request. These buttons will only appear on Funding Requests that are Completed or Purchase Requests which have been Approved. You can also access the approved or completed request by selecting Request List and then All Requests.

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For Funding Requests, you will see the option for Deposit or Allocate transactions. For Purchase Requests, you will see the option for Payment or Transfer transactions. If you are creating the transaction from the request page, simply click on the appropriate button at the top of the approved request page.

 

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Creating a transaction without a request

To create a transaction without a request, you can do so from the Request List, Payees, Accounts pages or within the Account Details page. Simply click the Transactions dropdown to choose the type of transaction.

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Creating a Deposit

For a deposit, select Create Deposit, whether from the general dropdown or within a specific request. Identify the source's First and Last Name and a memo if applicable to the transaction. Amounts should be entered with no leading punctuation. Then, select the Category and Finance Type the deposit falls under. Lastly, select the Account the deposit should go in to.

 

When you're finished, hit Save to complete the transaction.

Create Payments

To create a payment, select Create Payment. Identify the payee’s First and Last Name and a Memo if applicable to the transaction. Amounts should be entered with no leading punctuation. Then, select the Category and Finance Type the deposit falls under. Lastly, select the Account the deposit should go in to.

 

When you're finished, hit Save to complete the transaction.

Creating Transfers

To create a transfer, select Create Transfer. Identify a Memo if applicable to record what the transfer is for. Amounts should be entered with no leading punctuation. Then, select the Category this transfer falls under.

Lastly, select the Account the Transfer is going to as well as the Account the Transfer is coming from. NOTE: Funds cannot be transferred to child accounts. To allocate funds to a child account, first select that child account from the Accounts list, then choose Create Allocation.

When you're finished, hit Save to complete the transaction.

Creating Allocations

To create an allocation, select Create Allocation. Identify a Memo if applicable to record what the transfer is for. Amounts should be entered with no leading punctuation. Then, select the Category this transfer falls under.

Lastly, select the Account the allocation is going to as well as the Account the allocation is coming from.

 

When you're finished, hit Save to complete the transaction.

Reconciling a Transaction

After transactions have been made in the system, you can Reconcile them against an external system. Currently, this is just a display feature to identify which transactions have gone through the reconciliation process.

From your Administration area, head to Finance and select Accounts from the drop down. Click on the account you'd like to reconcile transactions for. Scroll down on the page to see the Account History, and click the Transactions tab.

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Click on the reconcile icon to the far left of the transaction. A pop-up will ask you to confirm the change, at which point you can click Change. All reconciled transactions will have a check mark icon next to the transaction. check.png

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