Recording Transactions

Learn how to post journal entries, write checks, log deposits, execute transfers, and manage recurring entries -- all powered by your local PostgreSQL database.

Transaction Hub

The Transaction Hub serves as the command center for every financial entry in Kantivo. Open it from the sidebar to get a consolidated view of activity across all of your accounts, with full multi-company management support.

From this screen you can:

Browse the complete ledger of entries spanning every account
Narrow results using date ranges, specific accounts, or transaction categories
Launch any common entry type through the quick-action toolbar
Open an existing transaction to modify it or mark it as void

Creating a Journal Entry

Journal entries form the backbone of proper double-entry bookkeeping. Kantivo enforces the fundamental rule that total debits must always match total credits before an entry can be saved.

Select Journal Entry from the Transaction Hub toolbar
Specify the date the transaction occurred
Write a description or memo explaining the purpose of the entry
Build the entry line by line:
- Choose the affected account from your chart of accounts
- Enter either a debit or a credit value for that line
- Optionally attach a memo to the individual line for extra detail
Verify that the debit and credit columns are in balance
Press Save Entry to commit the record

Tip: Kantivo disables the Save button whenever debits and credits are out of balance. If you cannot save, double-check your amounts -- the totals at the bottom of the form must be equal before the entry will be accepted.

Two shortcuts on journal lines: Need an account that doesn't exist yet? Click the + button next to any line's account dropdown to create it on the spot -- the new account is added and selected on that line without leaving the entry. And the debit and credit fields accept quick math: type 400-50 and Kantivo fills in 350 when you move off the field (it also handles +, *, /, and parentheses).

Writing a Check

Use this form to document payments issued by check against one of your bank accounts:

Choose Write Check from the toolbar
Pick the bank account the check will be drawn from
Type the name of the payee
Fill in the check number and the date it was issued
Add one or more expense lines, each with an account and dollar amount
Press Save Check to record it

Making a Deposit

Capture incoming funds by recording a deposit into your bank account:

Choose Make Deposit
Select the bank account where the money is being deposited
Enter the date the deposit was made
Add line items that describe the origin of each deposited amount
Press Save Deposit

Working in the Account Register

Open any account to see its register -- the running ledger of every transaction posted to it. You can add entries right in the register instead of going through the Transaction Hub, with two conveniences that speed up manual entry:

Right-click a row to insert a line below it. Choose Insert transaction line below from the menu and a fresh, editable entry row drops in directly under the row you clicked -- instead of only appending at the bottom of the list. Handy for slotting an entry in where it belongs.
Do the math in the amount fields. The debit and credit fields accept expressions: type 400-50 and it becomes 350 when you tab out (it also handles +, *, /, and parentheses), so you can net or split an amount without reaching for a calculator.

Recording Transfers

Shift funds from one account to another within your books:

Choose Record Transfer
Designate the source account under "From"
Designate the destination account under "To"
Specify the transfer amount and date
Press Save Transfer

Voiding a Transaction

Rather than erasing a transaction outright, voiding preserves the original record while neutralizing its financial impact -- essential for maintaining an audit trail:

Open Void Transaction from the Transaction Hub
Locate the target transaction using the search field
Press Show Details to inspect the underlying journal entries
Press Void to generate the reversing entry
Confirm your intention in the dialog that appears

Important: The void process generates an offsetting entry bearing the same date as the original. The initial transaction is flagged as voided and retained in your records so the full history is never lost.

Recurring Transactions

Automate repetitive entries by defining them once and letting Kantivo replicate them on a schedule:

Choose Recurring Transaction
Review any existing recurring entries, or press Create New to define a fresh one
Pick the frequency: daily, weekly, monthly, quarterly, or yearly
Enter the transaction details exactly as they should appear each period
Set a start date and, if applicable, an end date
Press Save to activate the schedule

Arranging your templates: Each row in the memorized transactions list has a drag handle (⠿) on its left edge. Click and hold it, then drag the row to a new position to organize your templates however suits you — for example, clustering similar recurring entries side by side. The updated sequence is stored instantly, no save button needed.

Memorize any transaction: You can turn any existing transaction into a template without rebuilding it. Open the transaction (a check, expense, deposit, transfer, journal entry, invoice, or bill) to see its detail view, then click the 💾 Memorize button. Give the template a name and a frequency, and it joins your memorized list as the same type of transaction. Each time it runs, Kantivo recreates the entry with the original accounts and amounts.

Memorize a check before you post it: When you're writing a check, you don't have to save it first. Fill in the payee, amount, bank account, and expense split lines on the Write Checks screen, then click the 💾 Memorize button in the footer. The check is saved straight to your memorized list as a recurring template — no need to record it and then re-open it from the register. Handy for setting up a repeating payment, or for tweaking the payee and amount on an existing template before it goes out.

Editing a template's type: In the memorized transactions list, click Edit on a memorized check, expense, deposit, or similar entry. The edit panel includes a Transaction Type field — choose a different type (Check, Expense, Deposit, Transfer, Credit Card Charge, Sales Receipt, Payment, or General Journal) and save. The template will be recreated as the new type going forward.

Filtering & Searching

Locate specific entries quickly using the built-in filter panel:

Date Range: Define start and end boundaries to limit results
Account: Restrict the view to a single account
Type: Show only entries of a particular category (journal, check, deposit, transfer)
Search: Look up transactions by description text, reference number, or dollar amount

Press Apply to execute the filter, or Clear Filters to return to the full unfiltered view.