> For the complete documentation index, see [llms.txt](https://docs.interaktifotel.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.interaktifotel.com/en/finance-and-reporting/transactions.md).

# Financial and operational records

Use Record transaction in the relevant report screen. Available options depend on the report and your account permissions.

## Choose the correct record type

| Event                                               | Record to use                                                           |
| --------------------------------------------------- | ----------------------------------------------------------------------- |
| Money was received from a guest                     | Payment received, with date, amount, currency and payment method.       |
| A business cost was incurred                        | Expense, with category, relevant person/unit and explanation.           |
| An existing debt was paid                           | Outgoing payment, distinct from recording the expense.                  |
| Money will be or has been returned to a guest       | Refund, with pending or completed status.                               |
| A security deposit was received                     | Security-deposit record; do not treat it as accommodation revenue.      |
| A fault, task, complaint or stock movement occurred | The related operational record with source, status and required fields. |

## Create a record

1. Open the correct report and property, then select Record transaction.
2. Choose the operation type and date.
3. Select the reservation, unit, staff member or other party required by the record type.
4. For a monetary record, complete amount, currency and payment method as applicable.
5. Add account or shift references, due dates, status and notes where required.
6. Review the confirmation step and save.
7. Check the report using the same date, property and currency.

## Payroll, rent and utility expenses

For Staff Salaries, select the employee. For Rent Expenses, specify the landlord. For Utility Expenses, choose the correct type, such as electricity, water, internet or natural gas. The record date determines the reporting period; you can mention the month covered in the notes.

Recording an expense does not make a payment. The salary screen does not calculate payroll automatically. Use Expense Breakdown to review totals; do not enter the same expense again there.

## Account and shift matching

To settle an open account, property, currency and reference must match. Use the same shift reference for opening, closing and related cash movements. Select the same product code for stock receipts and consumption.

Do not enter an old advance payment again as a new receipt. Creating a document alone is not a financial transaction. If a maintenance or damage cost must also appear as a business expense, record the expense separately and check that it is not duplicated.


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