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Transaction Information (Balance)

8 min read

The Transaction Information section (displays as Balance in the client menu) can be customized for any Business Type and is used to track Fees, Payments, Discounts, and Adjustments on client invoices. It also supports Bank Product payment tracking for Drake and Crosslink users who offer Bank Products.

Transactions connect to many ATOM functions. Set up and customization live in:
ADMIN > Category Types > Transaction Types, Payment Methods, Referral Types Configuration
ADMIN > Core Configuration > Report Permissions
ADMIN > Messaging > E-mail and TXT Templates

Related Videos #

Overview

Add Transaction

Add Billable Time

Actions

Print

*NEW* ATOMPay

Field Descriptions #

Navigating Buttons and Transaction Links #

All buttons, columns, checkboxes, and links are described below.

  • Type — Selection box that groups transactions by Transaction Type.
    When selected, the following columns appear:
    • View — Displays every transaction of that type.
    • Done — Indicates whether items are marked Done. Items not Done are highlighted.
    • Transaction Type — Name of the type.
    • Transactions — Total number of transactions for that type.
    • Fee (DR) — Total fee amount.
    • Payment (CR) — Total payment amount.
    • Discount — Total discount amount.
    • Hours — Total billable hours.
    • Clear — Clears the grouped view and returns to showing transactions that are not marked Done.

Top Right Buttons #

Add #

Creates new transactions. Clicking Add opens a right side menu with:

  • Transactions Type — Select the Transaction Type.
    Note: Edit types at Admin > Category Types > Transaction Types.
  • Done — Mark the transaction as Done when created.
    Items not Done will appear on invoices. Items marked Done will not.
  • Multi-year — Apply a single payment across multiple account years.
    When selected:
    • Account — Lists eligible account years.
    • Payment (CR) — Shows totals per year which you can override for partial payments.

Depending on the selected type, you may see:

  • Fee (DR) — Enter the fee amount.
  • Hours — Enter billable hours.
  • Payment (CR) — Enter the payment amount. Defaults to the current account total.
  • Payment Method — Choose a method. The default tied to the Transaction Type preselects.
  • Discount — Enter any discount.

Additional options:

  • Timestamp Clock — Inserts date, time, and user into Notes.
  • Predefined Note — Choose a predefined note.
    Setup: Admin > Category Types > Transaction Types > select your Customized Transaction Type, then Predefined Note icon.
  • Override Site — Override the Site applied to this transaction.
  • Override User — Override the User applied to this transaction.
    • Note 1: Works with User Commission Roles and applies corresponding rates.
    • Setup 1: Enable Display in Account Information – Additional User Roles in Admin > Category Types > Business Type.
    • Setup 2: Define roles and rates in Admin > Category Types > Account User Roles.
    • Note 2: Primary commission comes from the Account User’s percentage in the User File. Reports:
      • Management – Preparer’s Commission Report
      • Management – Account User Role Commission Report
  • Set Recursive Transaction — Makes the transaction recur.
    Setup: In Admin > Category Types > Transaction Types, open your Customized Type and configure the Recursive cadence. Blank means no recurrence.
  • Set Automatic Invoice Number — Auto-generates an invoice number on creation.
    Note: Default this on at Admin > Category Types > Transaction Types, enable Default Set Invoice for the Customized Type.
  • Invoice Number — Enter a custom invoice number.

Add menu actions:

  • Save / Close — Saves and closes.
  • Clear — Clears the form.
  • Add Additional Transactions — Saves and keeps the menu open to add more items.

Actions #

Contains transaction-level actions:

  • Delete — Removes selected transactions.
    Note: Only Office Manager or Administrator security groups can delete.
  • Export Selected Transactions to QuickBooks (CSV) — Exports the selected items to CSV for QuickBooks.
  • Export to Excel — Exports the transaction list to Excel.
  • Invoices (Send Invoice) — Emails or texts the client an invoice.
    Note: Only transactions not marked Done appear on invoices.
    Setup: Edit the Invoice email or text template at Admin > Messaging > E-mail / TXT Templates.
  • Invoices (Invoice Log x) — Opens a tab showing all invoices sent to the client. The number shows how many messages have been sent.
  • Move Transactions — Moves selected items to another account year or to a linked client’s year.
  • Recursive Notifications — Sends recurring invoice notifications with custom cadence and total messages using the Invoice template.
  • Set New Invoice # — Assigns a new invoice number to the selected items. Multiple selections receive the same number.

ATOMPay #

Enabled only if your office uses ATOMPay online payments. Contact ATOM Support to enroll. Use ATOMPay to process virtual payments, send payment links, or send to a desktop terminal.

  • Online Payment — Confirm the amount, then enter payment details.
  • Send Payment Link — Confirm the amount, then the client receives an email and text link to pay.
    Note: Messages come from payment partners. Twilio texting is not required.
  • Payment Link Log — Shows previously sent payment links.
  • Terminal Payment — For offices with a desktop terminal. Confirm the amount, send to terminal, and the client taps, inserts, or swipes to pay.

Print #

Printing options:

  • Print Hourly Statement — PDF of the Account Year Transaction History that shows hours. Formatted for number 9 windowed envelopes.
    Setup: Customize language at Admin > Core Configuration > Report Permissions > Client Information – Print Hourly Invoice.
    Note: Enable Hours and Billable Rate on your Customized Transaction Type at Admin > Category Types > Transaction Types.
  • Print Open Invoice(s) — PDF of all open transactions, grouped by invoice number and formatted for number 9 windowed envelopes.
    Note: Open items are highlighted in yellow and not marked Done. Default Done status is set per type at Admin > Category Types > Transaction Types > Done Selection.
    Setup: Customize language at Admin > Core Configuration > Report Permissions > Client Information – Print Invoice.
  • Print Statement — PDF of the Account Year Transaction History, formatted for number 9 windowed envelopes.
    Setup: Customize language at Admin > Core Configuration > Report Permissions > Client Information – Transaction History.

Update #

Updates selected transactions to apply Done or Not Done, copy a transaction, or apply recursive settings.

Column Descriptions #

  • Edit — Opens the transaction for editing.
    Note: Only Office Manager or Administrator users can edit saved transactions. Set security groups at Users > User File > Personal Information > Security Group.
  • Save — Available during Edit. Saves changes.
  • Cancel — Available during Edit. Discards changes.
  • Account Users Override — Opens Account Users to set Additional User Commission Roles with rates.
    • Setup 1: Enable Display in Account Information – Additional User Roles in Admin > Category Types > Business Types.
    • Setup 2: Define roles and rates in Admin > Category Types > Account User Roles.
    • Note: Primary commission uses the Account User’s percentage from the User File. Reports:
      • Management – Preparer’s Commission Report
      • Management – Account User Role Commission Report
  • Delete — Removes the transaction.
    Note: Only Administrator or Office Manager users can delete.
  • Done — Marks the transaction as complete. Items not Done are highlighted and appear on invoices.
  • Transaction Type — Shows the type. Click Edit to change it.
  • Date — Date created. Click Edit to change. A calendar picker is available in Edit.
  • Fee (DR) — Fee amount. Click Edit to change.
  • Payment (CR) — Payment amount.
  • Discount — Discount amount. Click Edit to change.
  • Payment Method — Method used. In Edit, choose another if needed.
    Setup: Add or edit methods at Admin > Category Types > Payment Methods.
    System methods include:
    • Non Bank Product: Cash, Check, Credit Card, Other
    • Bank Product: RAL, RAC, RPT, ICA, WCP, E1 Card
      Bank Product methods are for Drake or Crosslink users and tie directly to EF Data.
  • Adjustment Type — Shown for Adjustment transactions. In Edit, choose a specific Adjustment Type. Defaults apply if configured.
  • Hours — Hours associated with the transaction. In Edit, enter hours if applicable.
    Note: ATOM auto fills total hours when importing Client Billable Time from Account Information > Links > Billable Time.
  • Notes — Transaction notes. In Edit, you can add notes, timestamp, and use Predefined Notes.
    Setup: Admin > Category Types > Transaction Types > choose your Customized Type, then Predefined Note icon.
  • Modified By — Last user to save changes. In Edit, you can override the Modified By user.
  • Overrides — Shows Site or Account User overrides. In Edit, you can override the Account User for commission or the Site for cash receipt reporting.
    Note: Useful for multi site offices or when tracking commissions across preparers.
    • Example 1: Payment is taken at a different site. Override Transaction Payment Site to keep income reports correct.
    • Example 2: Original return by one preparer and amendment by another. Override Transaction Payment User so commission reports reflect the correct preparer.
  • Copy Transaction — Sets the transaction to copy into the next year when a new Account Year is created from Quick Actions or Account Information.
  • Recursive — Marks the transaction to recur by the type’s configured interval until removed.
    • Setup 1: Set Recursive Days at Admin > Category Types > Transaction Types > Customized Transaction Type. Use separate types for different cadences such as weekly payroll versus biweekly payroll. Ensure the Date column is included for proper recurrence.
    • Setup 2: When adding the transaction, select the recurrence checkbox to activate it.
    • Note 3: The next occurrence is created based on the Transaction Date of the initial item. Adjust the date if needed.
  • Invoice Number — Create, log, and maintain your own invoice numbers.
    In Saved view it displays the number. In Edit you can enter or append to an existing invoice number.

Transaction Balances and Totals Data #

Balances #

  • Current Balance — Amount due from the current Account Transactions.
  • Other Year(s) — Amount due from other years for this client.
  • Linked Client(s) — Amount due from all transactions for the client and linked clients.

Totals #

  • Fee (DR) — Total of all Fees for the current account.
  • Payment (CR) — Total of all Payments for the current account.
  • Discount — Total of all Discounts for the current account.
  • Billable Events — Total of all Billable Event charges based on billable rates and time.
  • Variance — Difference between total Fees and total Billable Event amount. Positive shows in green and negative shows in red.
  • Hours — Total transaction Hours for the current account.

Add and Update buttons also appear below the last listed transaction.

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