Transactions

A transaction is a charge added to contacts and horses so the cost can be invoiced. A transaction is automatically created when a procedure is added to a horse or a contact. The cost will be split across all billable interested parties depending on the share they have in the horse.

A manual transaction only needs to be created if a charge is required for a horse or a contact and there is no procedure or daily charge to create the transaction. Example may be a one-off cost that needs to be split across all billable parties in a horse. 

Note - Please do not create a one-off transaction if the cost relates to a procedure or a daily charge, as these options will create the transaction automatically.

Transactions can be viewed from Financials/Transactions. View and manage transactions from this view. 

New transactions can be added.as well as creating invoices.

Pending

• The transaction has not yet been added to an invoice for a contact.
• It is fully editable.
• Pending transactions are still in progress and can be reviewed or adjusted before approval.

Approved

• The transaction has been approved but not yet invoiced.
• It is locked for editing.
• Approved transactions are considered final and ready to be invoiced, ensuring billing accuracy.

Invoiced

• The transaction has been successfully charged to a contact via an invoice.
• No further edits are allowed, as the transaction is now part of a financial record.

Cancelled

• The transaction has been removed after being added.
• Cancelled transactions are excluded from invoicing and reporting totals.

Approval Flow

Key Rules to Remember

Pending = editable, not yet approved or invoiced.

Approved = locked, reviewed, and ready for invoicing.

Invoiced = charged to a contact, final.

Cancelled = removed and excluded from billing.

This approval flow helps maintain billing accuracy, prevents accidental edits, and provides clear visibility across all transaction states.