Anza Money: Transactions and Entries, Blotter, Agenda

Transactions

Financial transaction in Anza Money is a record documenting money movement between different designations. Transactions can be simple or complex (also called “split transactions”). Split transaction can have multiple entries with their own origins and destinations.   

The origins and destinations can be classified using the hierarchy of account categories (further information on Split Transactions . The movement of funds is just an electronic record documenting the transaction, because physical money (or other financial instruments) change hands elsewhere in the world.

 

Transaction Attributes

Transactions always have two ends, an origin and a destination, even when one of the ends is not explicitly exposed. One can think about the transaction as a mail travelling from one address (“originating account”) to another address (“destination”). A mail can’t come from nowhere and it should not go to nowhere - the designations shall always exist. However, time to time, the mail may spend a long time in transition. Rarely, the mail can even be lost. A similar thing can happen with financial transactions. Anza Money provides additional attributes for financial transactions that help to keep the status of the transactions in clear. To bring up the screen with transaction attributes, you can, for example, select Blotter from the Main Screen and the “plus” icon to add new transaction:




There are several transaction attributes on the screen:

  • Initial Date: by default, this is the date when the transaction is being created. However, the user can select another date including a date in the future.
  • Completion Date: by default this is the same as the date of initialization. Correspondingly, if the user updates the initial date, the date of completion may change to make sure that it is always not earlier than the initial date. If the Date of Completion is set prior to the initial date, the latter will be modified to restore natural causality of the events. Attention: check your dates to avoid erroneous recordings!
  • Status: helps to indicate transaction state of recording and/or completion, the following choices are available:
    • Draft: the transaction was typed in, but not yet initiated.
    • Scheduled: this is a transaction that is being scheduled for a particular date.
    • Pending: the transaction was initiated, but not finished yet, as we described above by the analogy with sending a mail - sent, but did not arrive yet.
    • Completed: the transaction has been completed and will show in the corresponding reports.
    • Cancelled: it is necessary sometimes to keep a record of a cancelled payment as a reminder about the history of the transaction.
  • Payment Method: there are several predefined payment methods available, but you can also create a new method by adding to the list of defaults (choose the  icon at the bottom left corner of the methods list screen):  
    • Debit Card
    • Check
    • Direct Credit
    • Wire transfer
    • Cash withdrawal
    • Cash
  • Name (of the transaction)
  • Split: a check box to indicate that the transaction shall be split. Please, refer to the section on Split transactions
  • Originating account : the account from which the payment will be taken. The account selection will bring up Charts of Accounts for selecting the entry. See the transaction entry attributes below for additional available options.
  • Destination : the account to which the payment will be sent. See the transaction entry attributes below for additional available options.
  • Note: free text area when you can annotate the transaction.

Transaction Entry Attributes

Transaction entries (originating account and destination for the transaction) have additional attributes: long click on the entry and select “Edit Entry” to bring up the Transaction Entry screen.

  • Account: where the transaction is coming from or going to (depending on the Direction)
  • Direction: incoming/deposit or outgoing/withdrawal.
  • Project: optional field that allows the attaching of a transaction to a Project. See Projects  for the instructions on how to define projects.
  • Payee: optional field that allows the attaching of a transaction to a Payee. See Payees  for the instructions on how to define payees.
  • Transaction Value: the amount of money being moved.
  • Note: free text area when you can annotate the transaction entry.

Scheduled Transaction

A transaction that receives the status Scheduled is somewhat special - it will be executed on the specified date in the future. Anza Money helps users to see upcoming transactions through a special type of transaction report - Agenda. Agenda period is set to 30 days into the future by default, but can be adjusted through Preferences.  

Split Transaction

There exists a special breed of complex transactions - Split Transactions. This type of transactions occurs when several smaller transactions (items) are grouped together under a common set of attributes (Name, Date, and Status). At the same time, there can be a need to treat parts of the complex transaction differently for the accounting purposes. One typical example of such transaction can be a hotel bill, which may include the cost of the room, taxes, tips, room-service, TV programming, and Internet access. Check the Split checkbox on the transaction definition screen. When you are done with splitting the transaction, you need to makesure that the origin and destination amounts match (splits add up correctly). Long click on any of the entries and choose Distribute Amount.

Creating New Transaction

New transactions can be created by a variety of methods depending on the situation when the recording is taking place: on the go, when balancing accounts, scheduling bill payments, and so on. There are also two options that can help you to do it very expediently: templates and duplication.

Creating transactions through Blotter: go to Blotter from the Main Screen and click the  icon to add a new transaction. This method does not pre-fill originating account attributes, because we did not indicate where this transaction comes from.  

Creating transactions through Account’s list of transactions: go to Charts of Accounts and choose the account from which you want the transaction to originate from. Select the  icon to bring the attributes of the new transaction up. This method is helpful when you want to make sure that the assignment of the transaction to the account is right.

Transaction setup screen features a photo camera icon in the bottom left corner. The user can take a picture associated with the transaction. This can be an image of the transaction receipt, bill, or even a scene where the transaction took place. Clicking on the icon brings up a photoshoot application. To delete the image or retake the photo, use a long click on the image icon that will replace the photo camera icon after the shot. The image will be deleted and a new image can be created.

Editing and Deleting Transaction

Long clicking on the transaction (in Blotter or Account lists) brings the following options:

  • Duplicate: will create a clone of the transaction and jump to its editing screen, so that you can change the attributes. Attention: this option is for convenience and will not prevent you from creating an exact copy of the transaction if you don’t change attributes.
  • Save as template: a handy way of making a template out of the transaction. See detailed information about templates in the section Templates.
  • Edit record: will bring up the editing transaction screen.
  • Delete record: transaction will be deleted.

Searching Transactions

Similar to account search feature, transactions can be searched by following icon. Simply type a word from the transaction description and AnzaMoney's search engine will crunch through the transactions in search for the matching word pattern.

 

Recurring Transaction

Certain transactions take place periodically. It is convenient to set them as recurring transactions. A recurring transaction will appear in the list of transactions periodically according to specified schedule over an interval of time (or indefinitely, until cancelled) . When the scheduled time comes, the recurring transaction can be approved manually (default) or recorded automatically (see the Auto Entry attribute below).

Anza Money provides convenient access to configuration for the recurring transaction right from the main screen. Add new recurring transactions by selecting the plus sign at the bottom-left of the screen once you are inside of the Recurring transactions option. The recurring transaction has fields of a regular transaction, but it does add its own fields:

  • Start Date and Time: when to schedule a recurring transaction.
  • Frequency of the occurrence: Every (Day, Week, Month, Month - special day) and a multiplicator of how many chosen intervals between the transactions. For example, if you want to schedule a recurring transaction bi-weekly, set multiplicator to 2 and choose Every Week.
  • Auto Entry: if checked, the transaction will be recorded automatically and Android status bar notification (the very top row on the phone screen) will have a purely informative status. If this option is not checked, the transaction will require manual confirmation.
  • Suspend: if checked the transaction will be suspended. The transaction will still be visible in Agenda.

Manual confirmation of the recurring transaction (when Auto Entry is not checked) has three control actions:

  • ADD - add the transaction.
  • POSTPONE - defer the transaction for a specified interval of time (Day, Week, and Month).
  • DISMISS - eliminate the transaction.

Agenda

Transactions can be scheduled for future dates. In addition, Recurring Transaction keep coming periodically. A report that shows a snapshot of upcoming activities is called Agenda. 



The upcoming transactions are sorted chronologically: from those that are coming soon to those that are more remote. You can scroll the screen if the list is long. The Agenda’s period is set to 30 days by default, but can be changed in Preferences - Transactions & Entries.

 

When manual confirmation of a recurring transaction is required (Auto Entry option is unchecked, see Recurring Transaction), and user selects POSTPONE option, the postponed instance of the recurring transaction will be converted into a scheduled transaction.