AccountsTransactions
Transactions List
How the Transactions list shows money in and money out, and how to search, filter and open your transactions.
Transactions is the combined ledger screen. It brings charges, payments, refunds, write-offs, tips, and expenses into one place so you can see the financial movement behind the customer work. Adjustments made before are listed too, though new ones aren't added any more.
Summary At The Top
The summary sits above the table and is open when you arrive. Hide transaction summary folds it away, and the page remembers your choice on that device.
- Money in and Money out: Next to the Transaction Summary heading, Money in adds up the payments and tips, with a + in front, such as +£1,250.00, and Money out the refunds and expenses, with a − in front, such as −£310.00. Money in is in green and Money out in red. Charges, write-offs and adjustments are in neither, as no money changed hands. Both count completed transactions only, leave out anything ticked Missed and follow the search and filters, so with This Month chosen they cover this month.
- Type cards: The summary breaks completed transactions into cards such as Payment, Refund, Charge, Tip, and Expense.
- Pending amounts: Payments and refunds can show a pending amount underneath the main figure, which helps you separate money already settled from money still working its way through a provider.
- Adjustments and transfers: These do not get their own summary cards, even though they can still exist in the ledger. Adjustments made before stay listed, and the Transaction Type filter still finds them, but new ones aren't added: an adjustment didn't change what anyone owed or any tax figure.
Filters And Search
- Payments that failed: Opened from Payments failed on Accounts Home, the list shows only the payments that didn't go through, and says so above the table. Show all transactions goes back to everything.
- Search: Search checks description, payment reference, customer names, service names, and job or customer address details.
- Transaction Type: Use this when you want the table to focus on one kind of ledger line only.
- Expense Category: Helpful when expenses are mixed into the ledger and you need to narrow them further.
- Date range: Filters use Entry Date. The choices are This Month, Last Month, This Quarter, This Tax Year and Last Tax Year, the same on every money page, plus All Time, or pick any dates on the calendar. A period still going on runs to today, and the list remembers the one you picked, so This Month is still this month when you come back.
- Business: Limits the ledger to one business or a smaller group of businesses.
- Round: Shows the transactions for jobs on the rounds you choose. Ones that aren't for a job, such as most expenses, are left out while a round is chosen.
- Vehicle: Shows once your business has a vehicle, if your role can see vehicles. Pick one or more vehicles, sold ones included, to see the entries for them, or No vehicle for the entries without one.
- The Filters button: Apart from the search, the filters are behind the funnel button beside it, with the number you've set in a circle on its corner. It slides them out from the right, each with its name above it, and each applies as soon as you change it. Clear all, at the foot, takes them all off, and Show 120 transactions closes it, saying how many the list now shows.
- Chips: Each filter you've set shows as a chip beside the search, such as Type: Payment, Date: Last Month or Rounds: Monday +2. Its × takes that filter off, and clicking a chip opens the filters.
- On a phone: The filters are behind the filter button beside the search, in the Filter transactions popup. Choose them there and tap Apply, or Clear Filters to take them all off.
Working With The Table
- Default columns: The table starts with Type, Entry Date, Customer, Description, Amount, Payment method, Invoice and Actions. There are no due date or schedule columns: open an entry that a repeating schedule added to see how often it repeats.
- Amount: Money in has a + in front, in green, such as +£50.00 for a payment or a tip. A charge, which the customer then owes, and money out have a −, in red, such as −£50.00 for a charge, a refund or an expense. Write-offs and adjustments have no sign.
- Extra columns: The cog just left of the Filters button opens Select Columns, sliding out from the right. Tick the fields you want visible, such as VAT, Net Amount, Payment Reference, Service, Job Address or Vehicle, drag them into the order you like and click Save.
- Row click: Clicking a row opens the transaction details popup.
- Export CSV: Downloads every transaction the search and filters find as a spreadsheet, not just the page on screen, oldest first, with its date, type, status, customer, job, amounts, payment method, category, vehicle, reference and invoice. The last column, Opening Balance, says Yes for an opening balance brought over from before you used Work Planner, which doesn't count as income. When you're looking at more than one business, the first column, Business, says which business each transaction belongs to. The button shows if your role has Export Reports and Lists under Reports, as owners, admins and the ready-made Accountant role do. See Editing a Role. With more than one business chosen, only those where you can export are in it. It isn't in the iPhone and Android apps, which can't save a download: export from Work Planner in a web browser. It replaced the Ledger report's export. The same spreadsheet, for a whole period, is in the download on For your accountant.
- Attachment marker: A paperclip beside the description means the transaction has receipts or documents attached.
- Sent to HMRC: A lock beside the type means the transaction has been sent to HMRC in a VAT return or an Income Tax update. You can still change it: your next VAT return puts right any difference, and your next Income Tax update sends the new figures.
- Status help: A payment that is still pending, failed or was cancelled has an (i) beside its type. Hover over it, or tap it on a phone, to see what the status means and what happens next, and why a payment failed, such as a card being declined.
- New Transaction: Use this when the ledger item does not already exist somewhere else in the app. It asks what you're adding first, a charge, payment, expense, tip or opening balance, and opens the form for that. Refunds and write-offs aren't added here: a refund is recorded from the payment the money came from, and a write-off from the debt on Debts or Who owes you.
When You Open It From A Job
View All Transactions, on a job's Transactions tab, opens this page with just that job's transactions. The list says so above the table, naming the job by its address, such as Showing the transactions for the job at 14 Mill Lane. While none of its transactions are listed, it says one job instead. The summary and Export CSV cover only that job. Show every job’s, beside the note, goes back to every transaction.
The Transactions tab on a job or a customer is this same table, with just their transactions and the same + and − on the amounts. See Job Detail View and Customer Detail View.
Related articles
- Creating a Transaction: Covers the fields in the new-transaction popup.
- Transaction Detail View: Shows what you can inspect after opening a row.
- Payment Reference and Status Handling: Useful when the wording on the ledger is the part you need to interpret correctly.
- Transaction Attachments: Explains the paperclip marker and how to attach receipts.
- Refunding a Payment Taken by Hand: Recording money given back, which shows here as a Refund row.
- Job Detail View: The job's Transactions tab, and the View All Transactions that opens this page for one job.
- For Your Accountant: The transactions for a period, with everything else your accountant needs, in one download.