Accounts

The Accounts page is the parish ledger — a complete double-entry record of every dollar that has moved through Sacramentum. Each account holds a list of journal entries; each entry has a date, a description, a debit or credit amount, a running balance, and a status. From here you can browse balances, drill into transactions, record manual adjustments, and reconcile your bookkeeping against bank statements, deposit slips, and Stripe payouts.

The Accounts page

Navigate to Admin Dashboard → Finance → Accounts. The page is split into two areas:

• Account selector at the top — a dropdown listing every account in your chart of accounts with its current balance.
• Register table below — the journal entries for the selected account, with date, description, reference, debit, credit, running balance, and status columns.

Sacramentum opens to a sensible default account when you arrive — usually Undeposited Funds (1100) so you can immediately see cash and checks waiting to be deposited. Switch accounts by picking a different one from the dropdown.

The default chart of accounts

Every parish starts with the same seeded chart of accounts. You can add, rename, or deactivate accounts to match how your bookkeeper works, but most parishes use the defaults as-is.

Code	Account	Type	What it tracks
1000	Operating Bank	Asset	Funds in your parish bank account
1100	Undeposited Funds	Asset	Cash and checks received but not yet taken to the bank
1200	Stripe Clearing	Asset	Online payments awaiting transfer from Stripe to your bank
1300	Stipends Receivable	Asset	Stipends owed for accepted intentions, not yet paid by requesters
2000	Priest Payables	Liability	Total amount owed to celebrants (one subaccount per priest)
2100	Diocese Payables	Liability	Funds collected for the diocese awaiting remittance
3100	Additional Offerings	Income	Optional extra offerings beyond the standard stipend
4100	Memorial Offering Revenue	Income	Memorial candle and votive offerings
5000	Processing Fees	Expense	Stripe and other transaction fees
5200	Visiting Priest Fees	Expense	Help-out fees paid to visiting priests
5210	Mileage Reimbursement	Expense	Mileage reimbursed to visiting clergy
5220	Visiting Clergy Honorarium	Expense	Honoraria paid to visiting clergy

Account codes prefixed 2000- are individual priest subaccounts. Sacramentum creates one automatically the first time a priest is owed money, named after the priest. By default the dropdown hides priest subaccounts to keep the list short — toggle Show priest payables to display them.

Account types

Every account belongs to one of five categories that drives how Sacramentum displays balances and which workflows apply:

• Asset — what the parish owns (bank accounts, money in transit, receivables).
• Liability — what the parish owes (priest payables, diocese payables).
• Equity — accumulated parish funds, used in standard accounting.
• Income — money flowing in (stipends, offerings, memorial revenue).
• Expense — money flowing out (processing fees, visiting clergy honoraria).

For income and expense accounts, Sacramentum tracks an additional export status so you can mark entries as exported to your external accounting software (such as QuickBooks Online).

Viewing the register for an account

1. Pick an account from the dropdown at the top of the page.
2. The register loads below, showing every journal entry posted to that account in date order with a running balance.
3. Use the date range controls — Last 30 days, Last 90 days, Last 365 days, All time, or a custom range — to focus on a specific period.
4. Use the search box to find entries by description or reference.
5. Use the status filter to show only reconciled, unreconciled, exported, or unexported entries depending on the account type.

Click any column header to sort. The summary at the bottom of the register shows total debits, total credits, and the ending balance for the filtered view.

tip

For balance-sheet accounts (assets, liabilities, equity), Sacramentum also displays the true account balance — the all-time balance ignoring the date filter — so you always know the actual current balance even when you are looking at a narrow window.

Adding a manual transaction

Most journal entries post automatically as a side effect of intentions, payments, fulfillments, and payouts. For situations where you need to make a direct ledger adjustment — recording a cash transfer between accounts, correcting an off-system error, or booking a one-off expense — use the manual journal entry dialog.

1. Click New Transaction in the toolbar.
2. Pick a Date and enter a Description explaining what the entry represents.
3. Optionally enter a Reference number for cross-referencing with paper records.
4. Add lines to the entry, one per account affected. Each line takes an Account, a Debit or Credit amount (not both), and an optional Memo.
5. Add more lines as needed — every entry must have at least two lines.
6. Enter a Reason explaining why you are recording this transaction outside the normal workflows. The reason is stored in the audit trail.
7. Click Save.

Sacramentum validates that debits equal credits before saving — an entry that does not balance cannot be posted. If your entry touches a stipend-related account (Stipends Receivable, Priest Payables, or any priest subaccount), an extra acknowledgement checkbox appears confirming you understand that direct edits to these accounts can affect canonical stipend tracking.

warning

Manual journal entries are powerful and irreversible. Once posted they appear in reconciliations and reports just like any system-generated entry. If you need to undo one, use the Reverse action — do not delete it, because deletion would break the audit chain.

Reversing an entry

When a manual or system-generated entry needs to be undone — a deposit recorded in error, a misposted adjustment — reverse it rather than editing or deleting. A reversal posts a mirror entry that cancels the original while preserving both records for audit.

1. Find the entry in the register.
2. Open the row's actions menu and select Reverse.
3. Pick a Reversal Date (the date the cancellation should appear in the ledger).
4. Enter a Reason explaining why the entry is being reversed.
5. Click Save.

The original entry is marked as reversed, and a new mirror entry posts on the chosen date. Both rows show Reversed badges in the register so the relationship is visible at a glance.

Reconciling an account

Sacramentum supports three reconciliation workflows depending on the account:

• Bank reconciliation (1000) — match ledger entries against your bank statement.
• Deposit reconciliation (1100) — turn a batch of cash and checks in Undeposited Funds into a single bank deposit posted to your Operating Bank.
• Stripe payout reconciliation (1200) — match individual Stripe charges against the consolidated payout that Stripe sent to your bank.

Reconciling against a bank statement

1. Select Operating Bank (1000) from the account dropdown.
2. Click Start Reconciliation in the toolbar.
3. Enter the Statement Ending Date and the Statement Ending Balance from your bank statement.
4. Click Continue. The register switches into reconciliation mode and filters to show only unreconciled entries dated on or before the statement date.
5. Tick the checkbox on each entry that appears on the statement. The header tracks Cleared Balance, Statement Balance, and the Difference in real time.
6. When the difference reaches zero, click Complete Reconciliation.

Sacramentum saves the reconciliation, marks the matched entries as Cleared, and restores your previous filter view. If you need to step away mid-reconciliation, click Exit — the entries you marked stay marked, and you can resume later.

Recording a bank deposit

When you take a batch of cash and checks from Undeposited Funds (1100) to the bank, Sacramentum collapses them into a single deposit entry on the bank account.

1. Select Undeposited Funds (1100) from the dropdown.
2. Tick the checkboxes on each undeposited entry going to the bank.
3. Click Record Deposit in the toolbar.
4. Enter the Deposit Date, Total Amount, optional Cash Amount and Check Amount with check count, and an optional Slip Number.
5. Click Save.

The selected entries move to the deposited state in 1100, and a single matching entry posts to Operating Bank (1000) for the total amount.

Exporting the register

To hand off ledger data to an external accountant or upload to QuickBooks:

1. With the account and date filters set the way you want, click Export CSV to download the current view, or Export All to download every entry regardless of filters.
2. For income and expense accounts, select entries and click Mark as Exported to flag them so future exports can exclude them.

CSV exports include date, description, reference, debit, credit, balance, reconciliation status, and export status columns.

What's next

• Payouts — turn fulfilled-but-unpaid stipends into priest payouts
• Reports — pull obligation, income, and expense summaries from the ledger
• Invoices, receipts, and refunds — manage the documents that flow to and from requesters

Related articles

• Finance and accounts — how the Finance section fits together
• Mass intentions overview — the upstream source of most ledger entries
• Payment configuration — connect Stripe and configure processing fees
• Roles and access — who can view and edit ledger entries