Transactions

Summary: View, create, and manage internal accounting transactions (journal entries, transfers, refunds, adjustments) with double-entry validation.

Audience & Prerequisites: Finance users with permissions to view and create transactions.

UI Path: Finance → Transactions

Step-by-step

1. Open the Transactions view

• Navigate to Finance → Transactions. You’ll see the journal viewer with a searchable, filterable list.

• Use Search to find by description or reference.

• Use filters such as Date Range, Account, Status, and Type to narrow results.

1. Create a new transaction

• Click New Transaction. A modal opens titled New Transaction.

• Fill fields:

  • Transaction Date: pick a date (button shows Pick a date when empty).

  • Description: text input labeled Description.

  • Reference: text input labeled Reference.

  • Memo/Notes: text input labeled Memo/Notes.

• Add line items (debits and credits):

  • Type: debit or credit

  • Account: choose from the filtered list (context-aware based on type)

  • Amount: numeric amount

  • Optional line Description

• Balance the entry:

  • Review Transaction Balance showing Total Debits, Total Credits, and Difference.

  • If out of balance, you can toggle Smart Balance Assistant and/or click Auto-Balance Transaction.

  • Use Balance Guide for tips.

• Save the transaction.

1. View transaction details

• Click a transaction row to open details.

• Use tabs to review details, including Audit Trail (if enabled).

• Use Back to return to the list.

1. Edit non-financial fields

• Open a transaction and choose Edit Transaction.

• You can change Transaction Date, Description, Reference, and Memo/Notes.

• Save the transaction to apply changes. Financial fields remain unchanged when immutable ledger is enabled.

1. Void a transaction (when needed)

• From details, choose Void Transaction to create a reversing entry.

• After voiding, the transaction will be marked as void and becomes read-only.

Results & Where to Verify

• New transactions appear in the Finance → Transactions list.

• Balances are reflected in financial reports (Reports → Financial Reports) and account views (Finance → Accounts).

• Voids and edits appear in the Audit Trail tab.

Related tasks & Links

• Bank Accounts: bank account setup and reconciliation.

• Payment Processing: configure processors and flows.

• Journal Entries: understand double-entry accounting basics.

Troubleshooting

• Can’t balance debits and credits: enable Smart Balance Assistant or use Auto-Balance Transaction for a suggested entry.

• Missing transactions: adjust Date Range or Account filters; check permissions.

• Edit is disabled: transaction may be voided or restricted by immutable ledger.

Permissions

• Finance → Transactions access required.

• Voiding and editing may require elevated finance permissions. Related: Bank Reconciliation Guide

Integration with Other Features

Focused Purpose

Internal transactions are designed specifically for internal accounting operations and do not duplicate functionality available in other DiverDash features:

Use Internal Transactions for:

• Journal entries and corrections

• Account transfers between bank accounts

• Refunds and overpayment returns

• Write-offs and adjustments

Use Dedicated Features for:

• Expenses: Expense Management

• Client Payments: Client Billing – client bill payments are initiated from the Billing & Payments workflow, and their underlying accounting transactions use the payment’s business payment date (the date selected in Make Payment, stored as a date-only value) as the transaction date rather than the raw timestamp when the payment was entered.

• Deposits: Customer Deposits

• Sales: Retail Management

Transaction-Triggered Actions

Internal transactions can trigger:

• Account Alerts: Low balance or unusual activity notifications

• Reporting Updates: Real-time financial dashboard updates

• Audit Trail: Complete history of internal accounting operations

• Reconciliation Support: Enable matching with bank statements

Best Practices

Internal Transaction Organization

Use Clear Descriptions:

• ✅ "Transfer from Stripe to main bank account"

• ✅ "Refund overpayment to client John Smith"

• ✅ "Write off uncollectible account receivable"

• ❌ "Transfer" or "Adjustment"

Consistent Reference Numbers:

• Use meaningful codes for internal transactions (TRF-, REF-, ADJ-)

• Reference source documents when possible

• Include relevant identifiers in descriptions

Proper Transaction Type Selection:

• Choose the most specific transaction type for your operation

• Let the system guide you with smart account filtering

• Use recommended accounts when available

Account Accuracy

Regular Review:

• Check transaction assignments monthly

• Verify account mappings are working correctly

• Review and correct any miscategorized transactions

Documentation:

• Attach receipts and supporting documents

• Add notes for unusual or complex transactions

• Maintain clear audit trail for all entries

Getting Help

Need assistance with internal transactions?

• Review your Chart of Accounts setup

• Check Bank Reconciliation procedures

• Consult Expense Management for business expenses

• Review Client Billing for customer payments

• Contact support for system-generated transaction issues

Remember: Internal transactions are designed for internal accounting operations only. For standard business activities, use the dedicated features:

• Expenses: Expense Management

• Client Payments: Client Billing

• Deposits: Customer Deposits

Understanding your internal transactions is key to maintaining accurate financial records and making informed business decisions for your dive center.