Creating a Transaction
How to create a new transaction and how the job-led linking, invoice, and financial fields work together.
From Accounts > Transactions, click New Transaction to open the transaction popup. In multi-business setups, the popup can start on a Business tab first. After that, the live form is split into Basic Information and Relationships, with a read-only Recurring Schedule tab appearing only when the entry belongs to a scheduled transaction. Customer-linked finance is job-led now, so the job choice is the linking step that matters most.
Basic Information
- Transaction Type: Choose whether this is a Charge, Payment, Expense, Tip, or Adjustment. Transfer is not available from this popup.
- Entry Date: This usually defaults to today. Change it only when the money event happened on a different day.
- Amount: Enter the full amount early in the form. This field is required so the entry can be saved with a real ledger value.
- Job: Choose the job when the transaction belongs to customer work. Charge, payment, refund, tip, write-off, and adjustment entries should all have a job. Pure business expenses can still stay unlinked.
- Customer: This is now a read-only field derived from the selected job so you can confirm who the transaction belongs to.
- Payment Method: Choose the method when the way the customer paid matters for fees, reporting, or later traceability.
- Payment Fee: This is read-only. It appears only for payment entries where the chosen payment method carries a flat fee or percentage fee.
- Description: Keep this plain and recognisable. It becomes part of the search index on the Transactions list.
Relationships
- Invoice: Use this once the correct job is selected and the transaction belongs to one invoice in particular. If you switch the job later, Work Planner clears any invoice that no longer matches.
- Service: Use this when the money entry is tied to one service and you want that relationship visible later.
- Expense Category: Use this for expense-style entries so the cost lands in the right category later.
- VAT Rate (%): Set the percentage only when VAT applies to the transaction.
- VAT: This is calculated for you from the amount and VAT rate.
- Net Amount: This is also calculated automatically so your VAT split stays consistent.
- Payment Reference: Use this for a bank reference, cheque number, gateway reference, or other identifier you may need to search later.
- Missed: Leave this alone unless the entry is meant to record a missed charge or missed event rather than a normal completed one.
Recurring Schedule Section
If the transaction is being created from a recurring workflow, a Recurring Schedule section can appear. It is read-only on this popup. Future recurring transactions are managed from Scheduled Transactions, so this screen only edits the individual occurrence in front of you.
What Happens After Save
- It lands in the ledger immediately: The new entry appears on the Transactions list straight away.
- Fee expense can be created: If you save a payment with a fee-bearing payment method, Work Planner can create the related fee expense automatically.
- Links follow the record: Customer, job, invoice, service, payment method, and expense category links are all carried into the detail view and search results.
Related articles
- Transactions List: Shows where the new entry appears after saving.
- Editing a Transaction: Useful when an entry already exists and needs correcting.
- Linked Customer, Job, and Invoice Selector Flows: Covers the selector behaviour in more detail.