Transactions page of the EasyHOA Software

The transactions page is located under the main accounting menu. This transactions page is used to create, edit, and approve transactions. Once a transaction is approved, it will be moved to the general ledger report. Note: unapproved transactions are not included in any of the accounting reporting. Transactions are typically deposits or expenses that have come in or out of the bank account. There are a few ways to add transactions to the transactions page. The easiest way to have your transactions added to the ledger is to connect your HOA bank account to the software so that your bank account transactions automatically import into the ledger for editing and approval. You connect your bank account to the software through the accounting settings page located under the main accounting menu. The second way to add transactions to the ledger is to import them usually from a file that you downloaded from your bank to import this file click on the "import transactions" button located towards the top right of the transactions page. When you click on this import transactions button you will be taken to the import transactions page on this page you will: Select which Bank account you are importing transactions for or click the "Create New Bank Account" button to be redirected to the Chart of Accounts so you can add a new one. Select a CSV file with your transactions, it should have the next columns: "Date", "Description", "Credit", "Debit". Select from the dropdowns, which column has the information of the "Date", "Description", "Credit" and "Debit". Then we will ask you how many rows are headers, that way we can remove them from the imported data. In the last step you will be able to edit the data if necessary and save the changes. There are row numbers and you will see an error message with the row number if there is an error importing the file. On the transactions page, To the right of this "import transactions" button is a button called "update/refresh transactions" this update/refresh transactions button is only used when your bank account is connected to the account module. If you click on this update/refresh transactions button, this will manually trigger the software to ping your bank for any transactions that have not been imported and import them into the ledger. On the transactions page below the buttons of import transactions and update/refresh transactions, you will see some medium sized boxes with a title, balance, and number of transactions not categorized yet. These medium sized boxes represent the current asset or bank accounts setup under the chart of accounts page under the assets section and then bank accounts. To add a new bank account click on the + icon labeled "add a new sub account" under the bank account section on the chart of accounts. When you click on one of these medium-sized boxes that represent you bank account you will see that it will pull up all the transactions that have not been approved below in the transactions table. In the transactions table you will see the following column titles that are related to each transaction: date, description, category, vendor/name, money in, money out, and actions- which has two circle icons below. To edit the transaction you can click on the date or description of that specific transaction. When you click on the date or description a box will pop up where you can edit the: date, account, description, type, vendor/contractor, amount, category, split the transaction, and attach a file by clicking the "add file" button. At the bottom right of this edit transaction box are cancel, save, and review and save buttons. On the transactions page where all the transactions are listed you will also see at the top left a checkbox labeled select all, this selects all transactions in the list and is used for bulk editing. When you check select all or just check the box next to one transaction you will see to the right of the select all checkbox three circle icons. The first icon is a delete icon used to delete the transactions, the second icon is an edit icon, and the thrid icon is a checkmark icon that allows you to approve the transaction(s). In the transaction list out to the far right of each transaction under the actions column title you will see two circle icons. The first icon is a checkmark, this icon allows you to approve that transaction and send it to the general ledger. Note: you cannot approve a transaction without assigning the category. A category for example would be whether that transaction is an income transaction like hoa due, other income, or starting balance. The category could also be an expense like general maintenenace, pool cleaning, or landscaping. Once you have categorized the transaction you can approve it. The second circle icon to the right of this approve checkmark icon is an arrow dropdown icon that will give you the following options, edit more details, delete, and copy. On the transactions page right above the table or list of transactions on the right hand side is a button called "add income". If you click on this add income button a box will pop up where you can create an income transaction. You will need to enter the following information: date, account, description, type, vendor/contractor, amount, category, and choose whether you are splitting the transaction through the split transaction button. If you click on the split transaction button you will see a table dropdown where you would see the orginal amount above with two lines to enter the split amounts and categories for the transaction. Once you have entered this information for the transaction click on save which will add it to the transactions page or save and approve which will add it directly to the general ledger. On the transactions page to the right of the add income button is a button called "add expense" this add expense income button works exactly like the add income button except this add expense button is how you would be adding an expense transaction. On the transaction page to the right of the add expense button is a button called "add journal transaction" if you click on the add journal transaction button you will be taken to a page called "journal entry" and is where you would add a journal entry transaction. A journal entry in accounting software is a record that documents the financial transactions of a business in its general ledger. It is a foundational element of double-entry bookkeeping and helps ensure that all financial activities are accurately tracked and accounted for. Types of Journal Entries: General Journal Entry: Covers transactions not recorded in specialized journals (e.g., adjusting entries, corrections). Recurring Journal Entry: Automatically posts periodically (e.g., monthly rent). Adjusting Entry: Made at the end of an accounting period to allocate income or expenses to the correct period (e.g., depreciation). Closing Entry: Transfers balances from temporary accounts (e.g., revenues and expenses) to permanent accounts (e.g., retained earnings). On the transactions page to the right of the add journal transaction button is another "import transactions" button and "update/refresh transactions" button.