Recording Transactions in Accounting

One-time and recurring transactions can be recorded using Janitorial Manager's Accounting feature.

Accessing Accounting by Level
Recording Transactions
Recording Recurring Transactions
Accounting Reports

Accessing Accounting by Level

Transactions can be recorded at the account, customer, or location level via the web portal. For accuracy, record income (e.g., service revenue) at the customer or location level and expenses (e.g., advertising) at the account level.

Account Level

1. Go to the Gear icon > Manage Account.
2. Select the Accounting tab.

Customer Level

1. Go to Customers > Manage Customers.
2. Select the Edit Pencil in the Actions column for a customer.
3. Select the Accounting tab.

Location Level

1. Go to Customers > Manage Locations.
2. Select the Edit Pencil in the Actions column for a location.
3. Select the Accounting tab.

Recording Transactions

Transactions can be recorded from the web portal. Transactions cannot be added to closed fiscal years.

1. At the Account, Customer, or Location level, open the Accounting tab.
2. Open the Transactions subtab.
3. Choose Expense or Income.
4. Fill in the transaction information.  Required fields are marked with an asterisk (*).
   • Expense/Income Date* - The date that the income or expense occurred.
   • Payment Method - How the payment was made (ie. cash, electronic check, debit card, etc.).
   • Payment Date* - The date the payment was made.
   • Provisional? - Can be selected if the payment was posted to the ledger as pending, subject to change, or requires approval.
   • Reference Number - The reference number associated with the payment.
     
     This number should ideally match the ID associated with the payment in other systems (ie. the check number, transaction ID on bank statement, etc.).
   • Memo - A short description of the transaction.
   • Subtotal* - The dollar amount of the transaction before taxes.
   • Total Tax - The dollar amount of added taxes.
   • Total Amount* - Subtotal + Total Tax.
   • Expense/Income Type* - The expense or income type that defines the transaction.
5. Click Save to record the transaction.

Recording Recurring Transactions

Recurring transactions are added for 6 months beyond the start date.

1. At the Account, Customer, or Location level, select the Accounting tab.
2. Select the Recurring Transactions subtab.
3. Select Expense or Income.
4. Fill in the transaction information.
5. Add the recurrence settings.
   • Recur every x month(s) on - How often the transaction will occur (every 2 months, 3 months, etc.). The Expense Date will occur at this interval.
   • Start & End Date - The beginning and ending dates for the recurring transaction.
   • No End Date - Selecting this will cause the recurring transaction to occur indefinitely until an end date has been specified.
6. Select Save to record the recurring transaction.

Accounting Reports

Dashboard

The Accounting Dashboard shows visualized data by fiscal year.  This includes sections for Expense vs. Income vs. P/L, Profit vs. Loss, and breakdowns for income and expense types.

1. At the Account, Customer, or Location level, select the Accounting tab.
2. Select the Dashboard subtab.

Income/Expense Breakdown

On the Accounting Dashboard, clicking the Income or Expense sum will open the Breakdown report. This shows all records included in the sum.

1. At the Account, Customer, or Location level, select the Accounting tab.
2. Select the Dashboard subtab.
3. Click the Expense or Income sum.
   

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.