Under Acquisition > Account transactions you can manage and monitor account transactions for the library service's accounts. This feature gives you the ability to get a complete overview of your accounts, budgets and previous transactions.
For further information about and setup of accounts and account periods, you can read the article here: Accounts
Selecting accounts and period
To get an overview of account transactions, you must first select the desired account as well as the periods you want to view. If no period is selected, the system will automatically include all periods.
Accounts are selected from a hierarchical overview. Note that selecting an account does NOT automatically select any sub-accounts. If you want a combined overview of all transactions on sub-accounts for a given account, you must therefore tick the relevant sub-accounts directly so they appear in the table. The combined transactions for all selected sub-accounts will then be visible in a summary at the bottom of the transactions table.
Overview of accounts
Once you have selected an account and period, you will be presented with a table showing an overview of transactions and budget for each account period:
- Transactions: A sum of all completed transactions for the given account period.
- Reserved: A sum of all transactions where the amount has been set aside but not yet paid.
- Budget: Your budget for the given account period
- Remaining: How much of the budget is left for the given period. The amount indicates the budget minus transactions and reserved amounts.
- Status: Get insight into whether the selected account periods are open or closed.
- Total (at the bottom of the table): Overview of the combined amounts for all the selected account periods.
History and creation of transactions
To get an overview of the history of transactions in an account period, you can open the account period in the overview. Here you can see the transactions that have occurred in the account period, as well as create new transactions or close existing ones.
To create a new transaction in a period, you must:
- Select payment type: Expense or Income.
- An expense can have a status of either "Paid" or "Reserved".
- An income can only be "Paid".
- Enter an amount and optionally specify a VAT rate
- The VAT rate can be omitted if it is not relevant to register VAT on the transaction.
- Enter the date for when the transaction in question should be registered.
- The date can only be within the account period.
- Optionally add a text that is shown in the transaction history.
Once the transaction has been created, it will automatically be reflected in the transaction history and in the overview.
This shows the creation of a new transaction.
Closing transactions
Once you have selected an account transaction, you can choose to close transactions if they are allocated. A closed transaction will no longer affect your budget but will still be visible in the history.