Department transactions

What are department transactions

Department transactions allow you to estimate, budget, and keep track of the financial outlook of your departments. You can view transactions and budgets by status, type, year, and state. It’s easy to edit, deactivate, link a transaction to a budget, cancel transactions, or create a purchase order for approved items. Create a new estimate and submit transactions for approval with a few clicks straight from the dashboard. As you record transactions, the budgets you’ve created will reflect this and display your estimate, commitment, actual cost, and the remaining balance to alert you about reaching the budget limit. 

Color codes, icons, and names of the transaction types can be defined in the Organization Configuration by an administrator.  

Transactions dashboard view

The top part of the screen displays an overview of the budgets. Each budget shows its name, budget amount, commitment (allocated funds for specific payments, invoices, etc.), actual (already processed payments), spending per month, and remaining budget balance.

Below the filters on the left and … on the right (record estimate, upload from excel, submit for approval and create purchase order), you can view a grid of transactions organized with the following columns: 

• Date – The date when the estimate or budget has been created.
• Type – Icon and short description of the transaction. Estimates, Budgets, POs and Incoming Items are also listed under this column. If approved transactions have been linked to an approved budget, they will be nested under the corresponding budget transaction. Click … next to a budget to expand its view and see all linked estimates and how they relate to the overall budget. 
• Budget – These are approved estimates and budgets amounts, amounts waiting for approval, or draft transactions.
• Commitment – These are amounts that are already allocated for payments and cannot be used for anything else.
• Actual – These figures show the money which is actually going to be spent.
• D – Displays documents and a system generated icon. The icon represents transactions that have been generated by the system. 
• Status – Approved transactions are shown in green, denied transactions are shown in red, and transactions awaiting approval are shown in brown. Draft status doesn't have a color. 
• Last Change – Hover the mouse over by and initials to view the full name of who made the last change and when. 
• Action icon – At the end of an approved transaction’s row, you can create a purchase order, cancel the transaction, or link a budget.

How to search for a transaction

To search for a transaction, go to the Departments module and click the Transactions tab within a department‘s page.

You can search for a transaction in 2 different ways:

• Manually – Select the relevant transaction from the list.
• By using filters – Use filters to help narrow down your search. You can search for transactions by their Status, Type, Year, and State.

Note! Users can view the department transactions only with relevant permissions/access rights given by the administrator. 

Note! Vault Synapse is a highly customizable tool, meaning certain parts and functionalities can be additionally customized based on your business needs and preferences.