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Recording Transactions

Understanding Transactions​

A transaction is any financial activity:

  • Receiving money (income)
  • Spending money (expense)
  • Moving money between accounts (transfer)
  • Adjusting balances (adjustment)

Transaction Flow​

Manual Transaction Entry​

Step 1: Start New Transaction​

  1. Go to Sales or Purchase
  2. Click + Create New
  3. Select transaction type:
    • Income: Money coming in
    • Expense: Money going out
    • Transfer: Moving between accounts
    • Adjustment: Correcting balances

Step 2: Enter Transaction Date​

  1. Click Date field
  2. Calendar appears
  3. Select the date transaction occurred
  4. Click Save

Best Practice: Use actual transaction date, not entry date

Step 3: Describe Transaction​

  1. In Description field, enter clear description
  2. Examples:
    • "Client payment for Project X"
    • "Monthly office rent - Suite 200"
    • "Gas fees for Ethereum transfer"
    • "Team lunch - Client meeting"

Step 4: Select Accounts (Income)​

For an income transaction (money in):

  1. From Account: Where money came from

    • Customer prepayment account
    • Loan account
    • Investment account

  2. To Account: Where money went

    • Bank account
    • Wallet
    • Cash

  3. Enter Amount: Dollar amount

  4. Click Next

Step 5: Select Accounts (Expense)​

For an expense transaction (money out):

  1. Expense Account: Type of expense

    • Office supplies
    • Salaries
    • Travel
    • Utilities

  2. Credit Account: Where money came from

    • Bank account
    • Wallet
    • Credit card

  3. Enter Amount

  4. Click Next

Step 6: Select Accounts (Transfer)​

For a transfer (moving between accounts):

  1. From Account: Source account (debit)
  2. To Account: Destination account (credit)
  3. Amount: How much to transfer
  4. Fee: Any transfer fee (optional)
    • If fee charged: Check "Include Fee"
    • Fee Account: Where fee goes (usually "Bank Fees" or "Transaction Fees")
  5. Click Next

Step 7: Add Details (Optional)​

These fields help organize and track:

Tags

  • Click to add tags (e.g., "Client A", "Marketing", "Q1")
  • Tags help filter and report later
  • Type tag name or select existing

Notes

  • Internal notes about transaction
  • Examples: "Invoice #INV-001", "Meeting with John from Company X"
  • Shows in transaction details but not on reports

Attachment

  • Click + Attach to upload receipt/invoice
  • Supported: PDF, JPG, PNG
  • Stores with transaction for audits

Reference Number

  • Invoice number, receipt number, check number, etc.
  • Example: "INV-2024-001" or "CHK-12345"
  • Helps find transaction later

Department (if multi-department)

  • Allocate to specific department
  • Useful for cost tracking

Step 8: Review & Save​

  1. Review all information:

    • Correct accounts
    • Correct amounts
    • Correct date
    • Description clear

  2. Click Record Transaction

  3. You see confirmation:

    • Transaction saved
    • Transaction ID shown
    • Option to view or edit

Success! Transaction is recorded and accounts updated.

Bulk Customer Import​

For many customers, import instead of manual entry.

Step 1: Prepare CSV File​

  • Download sample CSV file
  • Update records

Step 2: Upload CSV​

  1. Go to Sales → Customer → Import
  2. Click Choose File
  3. Select your CSV
  4. Click Upload

Step 3: Map Columns​

  1. BlockPeer shows CSV preview
  2. Map CSV columns to system fields:
  3. Click Import

Step 4: Review & Confirm​

  1. Review sample rows
  2. Verify mappings correct
  3. Click Import
  4. See import progress
  5. Confirmation shows how many imported

Auto-Synced Transactions​

Transactions from connected wallets and exchanges sync automatically.

Automatic Sync Sources​

From Wallets:

  • Incoming transfers
  • Outgoing transfers
  • Internal moves
  • Gas fees

From Exchanges:

  • Buy orders
  • Sell orders
  • Deposits
  • Withdrawals
  • Fees

Sync Status​

  1. Go to Wallet → Blockchain Import
  2. See "Status" column:
    • Syncing: In progress
    • Pending: Needs approval
    • Synced: Synced wallet transactions
    • Failed: Error syncing

Approving Auto-Synced Transactions​

  1. Go to Wallet → Blockchain Import → Transactions

  2. See transactions awaiting Sync

  3. Review each:

    • Is amount correct?
    • Are accounts correct?
    • Is description clear?

  4. For each transaction:

    • Click to view details
    • Edit if needed
    • Enter Amount → Auto-Save

  5. Approved transactions post to accounts

Common Transaction Types​

Client Payment Received​

  1. Transaction Type: Income
  2. Description: "Payment from [Client Name] for [Project/Invoice]"
  3. From Account: Accounts Receivable (or client-specific)
  4. To Account: Bank Account or Wallet
  5. Amount: Payment amount
  6. Tags: Client name, Project
  7. Record

Expense Payment​

  1. Transaction Type: Expense
  2. Description: "Office rent - January 2024"
  3. Expense Account: Rent Expense
  4. Credit Account: Bank Account (if paid by check/transfer)
  5. Amount: Rent amount
  6. Attach: Receipt/invoice
  7. Record

Exchange Transfer (Crypto)​

  1. Transaction Type: Transfer
  2. Description: "Transfer 2 ETH to Coinbase for trading"
  3. From Account: Main Ethereum Wallet
  4. To Account: Coinbase Ethereum
  5. Amount: 2 ETH value
  6. Fee Account: Gas Fees
  7. Fee Amount: Gas cost
  8. Record

Staking Rewards​

  1. Transaction Type: Income
  2. Description: "Staking rewards - Ethereum"
  3. From Account: Staking Rewards Income
  4. To Account: Ethereum Wallet
  5. Amount: Rewards received
  6. Tags: Staking, Ethereum
  7. Record

Transaction Corrections​

Found an Error?​

Option 1: Post if Not Yet Recorded

  1. Find transaction
  2. Click Post Entry

Option 2: Adjustment Entry

For small corrections (rounding, discovered fees):

  1. Go to Sales → New Transaction
  2. Type: Adjustment
  3. Enter correcting amount
  4. Add note explaining
  5. Record

Transaction Reconciliation​

Match recorded transactions to actual records.

Daily Reconciliation​

  1. Go to Reports → Ledger Summary
  2. Select account
  3. Check bank/wallet statement
  4. Verify all transactions match

Finding Discrepancies​

If recorded ≠ actual:

  1. Check pending status

    • Some transactions shown in bank as pending
    • May clear after 1-2 days

  2. Review timing

    • Check date recorded vs. bank date
    • Banks show different dates than wallet

  3. Look for duplicates

    • Search description in transaction list
    • See if imported twice

  4. Account for fees

    • Banks charge monthly fees
    • Exchanges charge trading fees
    • Make sure fees recorded

  5. Review recent sync

    • Go to Integrations
    • Check last sync time
    • Manual sync if needed