Financial Records

Financial Records is where you view, create, and manage all financial transactions for your church.

Accessing Financial Records

Navigate to Stewardship > Financial Records in the sidebar.

Transaction List

The transaction list displays all recorded financial transactions:

• Date -- When the transaction occurred

• Description -- What the transaction was for

• Type -- Income, Expense, Transfer, or Journal Entry

• Amount -- Transaction value

• Account -- Which treasury account was affected

• Category -- Income or expense category

• Fund -- Which ministry fund (if applicable)

• Reference Number -- External reference (check number, receipt, etc.)

Searching & Filtering

• Search by description or reference number

• Filter by date range, type, account, category, or fund

• Sort by date, amount, or description

Recording a Transaction

New Transaction Entry

1. Click New Transaction or Record Transaction.

2. Select the transaction type:

   • Income -- Money received (tithes, offerings, donations)

   • Expense -- Money spent (utilities, supplies, salaries)

   • Transfer -- Moving money between accounts

   • Opening Balance -- Initial fund balances at fiscal year start

   • Adjustment -- Correcting errors or accruals

   • Reversal -- Reversing a previous transaction

   • Reclass -- Moving amounts between accounts (e.g., budget transfers)

   • Fund Rollover -- Moving unspent balances forward

   • Refund -- Returning money to donor or vendor

3. Fill in the details:

   • Date -- When the transaction occurred

   • Description -- What it's for

   • Amount -- The transaction value

   • Account -- Which treasury account to use

   • Category -- Select the appropriate income or expense category

   • Fund -- Assign to a ministry fund (optional)

   • Reference Number -- Check number, receipt number, etc. (optional)

   • Notes -- Additional context (optional)

4. Click Save to record the transaction.

Viewing Transaction Details

Click on any transaction to see its full details:

• All transaction fields

• Creation and modification timestamps

• Who recorded the transaction

• Related records (linked donation, budget entry, etc.)

Editing a Transaction

1. Open the transaction detail view.

2. Click Edit.

3. Modify the necessary fields.

4. Click Save.

Note: Editing transactions in a closed fiscal period may be restricted. Check with your administrator.

Double-Entry Accounting

StewardTrack uses proper double-entry accounting principles. When you record a transaction:

• Income credits the income account and debits the treasury account

• Expenses debit the expense account and credit the treasury account

• Transfers debit one account and credit another

This ensures your books always balance.

Transaction Statuses

Status	Description
Draft	Transaction is incomplete, not yet submitted
Pending Approval	Submitted and awaiting review
Posted	Approved and recorded in the ledger
Reconciled	Matched against a bank statement

Exporting Transactions

You can export transaction data for sharing or further analysis:

• CSV -- For spreadsheet analysis

• PDF -- Formatted for printing or distribution

• Excel -- For detailed financial analysis

Best Practices

• Record transactions promptly -- Enter transactions as they occur to maintain accurate records

• Use consistent categories -- Categorize transactions consistently for meaningful reports

• Add reference numbers -- Include check numbers or receipt references for easy reconciliation

• Reconcile monthly -- Match recorded transactions against bank statements each month

• Review regularly -- Periodically review transactions to catch errors