Accounting — Revenue, Expenses & Journal Adjustments

Where to find it: Finance & Events card → Accounting button → Revenue and Expenses tabs (grouped under "Money Movement"); Journal Adjustment is reached via the Journal Adjustment button on the General Ledger tab

These are the manual entry points for anything not already captured automatically by online payments — cash donations, checks you write, grants, and any correction that needs a raw double-entry adjustment.

Screenshot: Expenses tab with the record-expense form and a vendor selected

Record revenue

Use the Revenue tab for money received that isn't already automatically captured — a cash donation, a grant check, sponsorship money.

Field	Required	Notes
Date Received	No, defaults today
Received From	No	Free text
Description	Yes	Up to 200 characters
Amount	Yes	Minimum $0.01
Revenue Category	Yes, unless split	Pick from Revenue-type accounts
Deposited To	No	Only shown with 2+ bank accounts

Fill in the form and click Record Revenue.

Split across multiple accounts

Both Revenue and Expenses support splitting one transaction across multiple accounts — check Split across multiple revenue/expense accounts, then add a row per account with its own amount. A live "Remaining: $X" indicator turns green once your rows exactly total the header Amount (submit is blocked until they match); click Auto-balance last line to have the last row fill in the remainder automatically.

Record an expense

Use the Expenses tab for money the club spent — the primary "write a check / pay a bill" workflow.

Field	Required	Notes
Date	No, defaults today
Vendor / Payee	No, recommended	Search existing vendors, or type a new name and choose "+ Add new vendor"
Description	Yes	Up to 200 characters
Payment Method	No	Check / Zelle / ACH / Debit
Check Number / Transaction ID	No	Auto-suggests the next check number if left blank
Amount	Yes	Minimum $0.01
Expense Category	Yes, unless split	Pick from Expense-type accounts
Paid From	No	Only shown with 2+ bank accounts
Receipt URL / Receipt File	No

Fill in the form and click Record Expense.

Attach a receipt

Either paste a Receipt URL, or upload a Receipt File (PDF, JPG, PNG, or WebP) — it attaches to that expense and shows as an Open link in the Recent Expenses table.

Journal Adjustments

For anything the Revenue/Expense forms don't cover — reclassifying an expense from one category to another, or a non-cash correction — click Journal Adjustment from the General Ledger tab (or Edit on an existing journal entry):

Field	Required
Date	No, defaults today
Description	Yes, up to 200 characters
Amount	Yes, minimum $0.01
Debit Account	Yes — any account type
Credit Account	Yes — any account type, must differ from Debit Account

Delete an entry

Click the trash icon on any Revenue, Expense, Opening Balance, or Journal Adjustment row, then confirm. This is always a soft delete (void) — the entry disappears from your active totals but is preserved permanently in the audit trail, never truly erased.

Common questions

Should I use Split, or a Journal Adjustment, to divide a payment across categories? Use Split when you're initially recording a single revenue or expense that genuinely touches multiple categories (e.g. one donation check earmarked partly for general fund, partly for a specific program). Use a Journal Adjustment when you need to move money that's already posted from one account to another after the fact.

Can I edit an expense that came from an approved reimbursement request? No — once a reimbursement request has been approved and posted, its expense entry is locked. To correct it, reverse the payment record with a reason, then submit a corrected reimbursement request.

Troubleshooting

If you see...	It means...	Do this
Submit button stays disabled with a "Remaining: $X" note	Your split rows don't sum to the header amount	Adjust the rows, or click Auto-balance last line
"Approved reimbursement expenses cannot be edited."	The expense originated from an approved reimbursement	Reverse it with a reason and submit a corrected request instead
Debit/Credit account fields won't let you save	You picked the same account for both	Choose two different accounts

Ledgers & Clearing — where these entries show up alongside everything else
Setup — add a vendor before recording an expense against them