Book Entries

What is a book entry?

Book entries allow you to record transactions in a very flexible way. Unlike simple transactions that typically affect two accounts, book entries allow you to:

• Record complex operations involving multiple accounts
• Assign multiple accounts to debits and multiple accounts to credits
• Create manual accounting adjustments
• Correct accounting errors

Accessing the book entries list

To view all your book entries:

1. Go to the Accounting section of your building
2. Click on the Book Entries tab in the navigation bar

You will see a table containing all book entries for the selected fiscal year.

The book entries table

The table displays the following columns:

	By clicking on the icon, you can access the book entry details
Date	Date of the book entry
Amount	Total amount of the entry (the greater of total debits or total credits)
Payment Method	Associated payment method (if applicable)
Description	Description of the book entry
Invoice	Associated invoice number (if applicable)
Check	Associated check number (if applicable)
Deposit	Associated deposit reference (if applicable)

Available filters

Period	You can filter book entries by date using this parameter.
Show cancelled transactions	By default, cancelled entries are not displayed. To see them, check this box.

Creating a new book entry

1. In the Book Entries view, click the + Book Entry button
2. Fill in the basic information:
   • Date: Date of the transaction
   • Description: Clear description of the entry
3. Add the affected accounts:
   • To debit an account, enter the amount in the Debit column
   • To credit an account, enter the amount in the Credit column
   • You can add as many accounts as needed
4. Click Save

Transaction Must Balance

Make sure the transaction balances, meaning the sum of credits equals the sum of debits. The system will not allow you to save an unbalanced entry.

Example book entry

To record a payment of a $1,000 invoice split between two expense categories:

• Debit: “Maintenance” category: -$600
• Debit: “Repairs” category: -$400
• Credit: Bank account: +$1,000

Total debits = $1,000 | Total credits = $1,000 ✓ The transaction balances.

Editing an existing book entry

You can edit book entries that you created manually:

1. In the Book Entries table, click on the entry you want to modify
2. A window opens with the entry details
3. Click the Edit button at the bottom of the window
4. Modify the necessary information:
   • Description
   • Amounts and affected accounts
5. Click Save to save your changes

Limitations

Edit Restrictions

Only manually created book entries can be edited. Transactions automatically generated by the system (such as budget applications, recurring charges, or automated payments) cannot be modified this way. Always ensure the transaction remains balanced (debits = credits).

Additional Information

Account Transactions by Category

Creating a Transaction

Modifying a Transaction

Cancelling a Transaction