Creating Account Transactions

This guide walks you through creating new transactions in AccuArk. You need the FIN_CREATE_TRANSACTION permission to create transactions.

Opening the New Transaction Form

From the Account Transactions view:

1. Right-click in the transaction grid
2. Select New Transaction, New Debit Transaction, or New Credit Transaction

The transaction form opens, pre-configured for the selected account.

Filling In the Transaction

Required Fields

• Transaction Date — The date the transaction occurred. Defaults to today.
• Debit Amount — The amount to debit. Enter this if the account is on the debit side of the transaction.
• Credit Amount — The amount to credit. Enter this if the account is on the credit side.
• Counter Account — The other account involved in the transaction. For example, if you are debiting Cash, you might credit Sales Revenue.

The debit and credit amounts must be equal for the transaction to save. AccuArk enforces double-entry balance at the application level.

Optional Fields

• Payee — Select a vendor or employee as the payee, or type a custom payee name
• Description / Memo — A note describing the purpose of the transaction
• Location — The business location this transaction is associated with

Transaction Numbering

AccuArk automatically assigns a transaction number in the format:

TXN-YYYY-NNNNN

For example: TXN-2026-00142

The year is based on the transaction date, and the sequence number increments automatically. You do not need to enter or manage transaction numbers manually.

Saving the Transaction

Click Save to record the transaction. AccuArk will:

1. Validate that debits equal credits
2. Check that the transaction date does not fall within a closed or locked accounting period
3. Generate the transaction number
4. Insert the transaction record
5. Update the affected account balances
6. Create an audit trail entry recording who created the transaction and when

If validation fails, an error message explains what needs to be corrected.

System-Generated Transactions

Many transactions are created automatically by other parts of AccuArk:

• Invoice payments — When a customer pays an invoice, the system creates a transaction debiting Cash and crediting Accounts Receivable
• Bill payments — When you pay a vendor bill, the system creates a transaction debiting Accounts Payable and crediting Cash
• Recurring journals — Scheduled journal entries generate transactions automatically

These system transactions appear in yellow in the transaction grid and cannot be edited directly. If you need to correct a system-generated transaction, create an adjusting journal entry.

Tips

• Always include a description — A clear memo makes it much easier to understand transactions during reconciliation and auditing
• Use the correct location — Assigning the right location ensures per-location reports are accurate
• Check the period — If you get an error about a closed period, either change the transaction date to an open period or ask an administrator to reopen the period