Journal

Post an entry

1. Press Post an entry.
2. Give the Date: it decides which month the entry belongs to.
3. Choose the Fund the money is restricted to, where the book has funds.
4. Type a Description, such as October rent.
5. Choose a program under For a program, if the entry was for one.
6. On each line, choose an account and type its amount under Debit or Credit.
7. Press Add a line for each further account.
8. To post the same lines every month, check Repeat each month, and give the last month under Until if it ends.
9. Press Post.
10. To keep the receipt with it, open the entry's menu in the list and press Attach a receipt….

Then: The entry is in the book at once, and the list shows it newest first. With Repeat each month, the same lines go in by themselves on that day of every month after it, on the last day of a shorter month, and the entry is listed under Repeating each month with the day it goes in next. An entry dated in the past repeats from the next such day after today: the months between are not filled in, so post those by hand if the book should carry them. If the signal drops as you press Post, the entry is kept on this device as a draft for 30 days: not in the book, and seen only by you. Once there is a signal the Journal says so: press Check and post to see its month, any entry like it and its accounts as they stand now, then post it or press Throw it away.

Rather not? Open an entry's menu and press Post a copy to start from one entered by hand, filled in. To end a repeating entry, press Stop beside it and say why: what it has posted stays in the book.

Who: Whoever holds Record money at the unit posts into its book. Nobody approves an entry: the month it is in is signed off on Periods.

Ana keeps the Riverside center's book. On October 5 they post October rent, 450.00 to 6100 Rent & premises as a debit and to 1000 Bank account as a credit, and check Repeat each month. The Journal says it is posted and goes in again on the 5th of each month from November, and the rent shows under Repeating each month.

Find an entry, and download what you found

1. Choose the dates in the first box, such as Last month.
2. Choose an account in place of Every account, if you want one: the accounts nested under it come too.
3. Choose a fund, where it came from, or a program, in place of Every fund, From anywhere or Every program.
4. Type an exact amount in An amount, or words in Words, a donor, a program….
5. Press Search.
6. Press Older entries → to see further back.
7. Press Download for what is on screen, or For QuickBooks for the same entries in QuickBooks' own columns.
8. Choose Excel (.xlsx) or CSV (.csv).

Then: The entries in those dates show newest first, fifty at a time, each saying where it came from; a reversed one is struck through. A line's account opens the Journal narrowed to that account. A choice in a box applies as you make it, and the download carries the dates and every filter.

Rather not? Press Clear to drop every filter but the dates. An entry's menu also opens where it came from: the donor, the claims, the bills, Banking, the pay run, or the program's or class's money.

The auditor asks about a payment of 1,250. Daniel chooses last year, types 1,250 in An amount and presses Search: the two entries with a line of exactly 1,250 appear, and the menu on one opens the list of bills, where Daniel finds the bill it paid.

Reverse a mistake

1. Find the entry.
2. Open its menu at the end of its line.
3. Press Reverse….
4. Say why, such as Posted to the wrong account.
5. Press Reverse it.
6. To post it again as it should have been, open the original's menu and press Post a copy if it was entered by hand; for anything else, such as a claim or a bill, press Post an entry and type it in.

Then: Nothing is edited or deleted. The book keeps the original, struck through and marked reversed, and the reversal beside it, line for line the other way, with your reason in its description. It is dated as the original was, even in a month already submitted or published: a published one then shows as restated to the unit above, when the reversal changes that month's income or spending. An entry in a closed year is reversed today, in the open year. A bank statement line it was matched to goes back to Banking for review.

Who: Whoever holds Record money at the entry's own unit.

Office supplies of 85.00 were posted to 5300 Travel. Sokha reverses the entry with the reason “Wrong account”, presses Post a copy on it, changes the account to 6300 Office & admin and posts it. The book shows all three, which is what happened.

Send money to another unit, or confirm what arrived

1. Press Send to another unit.
2. Choose the unit under To.
3. Type the Amount.
4. Choose your bank under Out of, and where it waits under Into transit, such as Cash in transit.
5. Add a Reference if you like.
6. Press Record as sent.
7. On the receiving unit's Journal, under Between units, choose What it was.
8. Choose the account it came Into, and the transit account under From transit.
9. For a grant, choose the income account under Income, here, and the spending account in the sender's book.
10. Press Confirm it arrived.

Then: Only the sender's book gets an entry at first: money out of the bank and into transit. The receiving unit's book has nothing until it confirms, and until then both Journals list it under Between units marked In transit. On confirming, a grant is income here and spending in the sender's book; an advance stays in transit in both books until it is repaid; an advance repaid clears what was lent. A levy's payment sent from Levies is applied to the levy as it is confirmed; one sent from the Journal stays in transit until it is applied on Levies.

Rather not? Before it is confirmed, the sender types why in the box beside it and presses Cancel it: the sending entry is reversed, not deleted.

Who: Each side is done by whoever holds Record money there: the sender sends, and only the receiving unit confirms. No notice is sent: it waits under Between units on the receiving unit's Journal.

The national office sends 5,000.00 to the Riverside center for its camp, out of the bank and into Cash in transit. Ana, Riverside's treasurer, finds it under Between units, chooses A grant, the bank as Into and Cash in transit as From transit, and confirms it: it is income in Riverside's book and spending in the national office's.

If money taken for a program is not in the book

1. Open the Journal of the program's own unit: choose it under Unit if you read more than one book.
2. Read Program takings above the entries (Class takings, or Program and class takings, where your plan has paid classes): it says whether that money posts to this book, into which two accounts, and since when.
3. Press Choose where it posts, or Change where it posts.
4. Choose the income account under Income to.
5. Choose the bank, cash or clearing account under Received into.
6. Press Start posting, or Save when changing them.

Then: Bookings, card payments and refunds post to the book of the program's own unit as they are recorded, once somebody with Record money there has chosen the two accounts they go to, under Program takings on this page. Until then they stay on the program's Money tab. Money recorded before posting began is not posted: post an entry for it if the book should carry it. Each posts once, in the month the money moved, or in the first open month from the current one when that month is closed, with the day it was received in its description. On a plan with paid classes, a class's payments and refunds, typed in, imported or paid by card, post the same way to the class's own unit, named by the place's reference, the course and the class, never the learner, and the Journal calls each A class place; a waived place posts nothing, because no money moved.

Rather not? Press Stop posting to stop: what was posted stays in the book, and program money from then on is kept on the program.

Who: Somebody with Record money at the program's own unit chooses the two accounts. Each unit chooses for its own book: a choice at a unit above posts nothing into the units below it.