Suppose you are the treasurer of the HOA, and you have recently processed an expense using the HOA Messenger's Expense Feature. This might have been a recurring expense, such as the monthly payment to your landscape contractor. You've used the software to process the payment, and now that the transaction has cleared the bank, it's time to code it accurately in the Accounting Software. Here's how you do it:
Navigate to the Transaction Section: Log into the HOA Messenger and go to the Transaction Section. Look for transactions with a red "Not Coded" label, which means they haven't been coded yet.
Select the Transaction: Click on the Blue "Edit" Button next to the expense transaction that you want to code.
Confirm the Transaction Type: A pop-up will appear asking if the expense you're coding was processed using the Accounting Software's Expense Section. In this case, since you processed the expense using the software, click "Yes".
Select the Matching Expense: Here, instead of selecting a GL code manually as is done when coding an expense processed outside of the Accounting Software, you will be shown a list of pending expenses that have been processed but have not yet been coded/matched to a bank transaction. Find the appropriate expense from the list shown in the pop-up – in this case, the payment to your landscape contractor – and select it.
Confirm the Transaction's Description: Review the transaction description. If it accurately reflects the expense, click "Confirm".
Complete the Coding Process: You're all set! Back on the main transaction screen, the transaction you've just coded will now show a green "Coded" label, indicating that it has been coded and is ready to be reconciled at the end of the accounting period.
By following these steps, you can ensure that all expenses processed through the HOA Messenger's Expense Feature are correctly matched and coded to the appropriate GL accounts, thus fulfilling one of the tasks needed to ensure accurate and transparent financial record for your HOA.