Financials
Track the transaction ledger, funds, budgets, reserve balance, exports, and budget-vs-actual reporting.
Overview
The Financials module is the HOA ledger. It combines manual transactions with transactions created by dues payments, violation fine payments, and online payment refunds.
The page is visible to board users, while create/delete transaction and budget actions require treasurer-level access.
Summary Cards
The page summarizes:
- Money in
- Money out
- Net balance
- Reserve fund balance
Totals are all-time and exclude soft-deleted transactions.
Transaction Ledger
Each transaction stores:
- Type: income or expense
- Category
- Fund: operating, reserve, or untagged
- Amount
- Date
- Description
- Optional vendor link
Transactions can be filtered by fund, date range, type, category, and description search. Filters are server-side so they apply across the full dataset, not just the current page.
Manual Transactions
Treasurers can create manual transactions for income or expenses. Manual transactions are useful for:
- Vendor payments
- Transfers or reserve entries
- Non-dues income
- Corrections
- Cash/check refund records
- One-off expenses
When a transaction is linked to a vendor, the vendor detail page reflects that history.
Automatic Transactions
Other modules can create transactions automatically:
| Source | Transaction behavior |
|---|---|
| Dues payment marked paid | Adds dues income |
| Bulk dues mark paid | Adds one dues income transaction per payment |
| Violation fine payment | Adds fine payment income |
| Online dues refund | Adds dues expense |
These records feed dashboard financials and reports.
Deleting Transactions
Treasurers can delete transactions. Deletion is a soft delete:
- The transaction receives a deleted timestamp and deleted-by user.
- It is removed from totals and transaction history.
- The action is logged.
- Dashboard and vendor pages are refreshed.
Deleted transactions are not permanently removed by the normal delete action.
Budget vs Actual
The budget section compares current fiscal year transactions to budget lines. Treasurers can create or update a budget for a fiscal year.
Budget lines store:
- Category
- Fund
- Budgeted amount
- Notes
Updating a budget replaces the previous set of lines for that fiscal year and logs a budget upsert event.
Reserve Fund
The reserve balance is calculated from transactions tagged with the reserve fund:
- Reserve income increases the reserve balance.
- Reserve expenses decrease the reserve balance.
Transactions without a fund are treated as untagged and do not affect the reserve balance.
Exports and Reports
Financials connects to:
- Transactions CSV export
- Financial PDF report
- Board packet financial section
- Dashboard financial summary
- Budget vs actual reporting
Use exports for spreadsheet review and PDFs for board packages or accountant-ready records.