Find Anything with All Transactions

Your produce vendor calls: “Hey, we’re showing two invoices still open from last month.” Instead of digging through bills, then payments, then credit memos, open All transactions. Every bill, payment, credit memo, bank line, daily sales entry and journal entryJournal entryA record of money moving between GL accounts. Each one lists debits and credits that must be equal. across all your locations lives here in one searchable list.

It’s also where you make journal entries: payroll, sales from a POSPOSPoint of sale. The system you ring up checks on, like Toast or Square. that isn’t connected yet, or any adjustment your accountant asks for.

Before you start

• You’ll need All transactions set to View, which shows only the types your other permissions allow. Making journal entries also takes Journal entries set to Manage, and approving them takes Approve.
• Making journal entries? It helps to know your GL accountsGL accountGeneral ledger account. One of the named buckets on your books, like Food Sales or Sales Tax Payable, that every dollar is sorted into.. See Review your chart of accounts.

Step 1 Open All transactions

Click Transactions in the menu. Newest transactions show up first.

Each row shows:

• Approved: whether it’s been approved yet. Only approved transactions count on your reports by default.
• Number: the bill, check or reference number.
• Date and Amount.
• Remaining: what’s still unpaid on a bill or invoice.
• Customer / Vendor: who it’s with, if anyone.
• Type: what kind of transaction it is, like Bill, AP Payment, AP Credit Memo, Invoice, AR Payment, AR Credit Memo, POS Sales, Bank Expense, Bank Deposit, Bank Transfer, Sales Deposit or Journal Entry.
• Entity, Location and Bank account.
• Comment and Attachments.

Step 2 Find what you’re looking for

The list works like a spreadsheet. Filter the column you’re looking in. Use the icons in each column header:

• Filter (the funnel icon): narrow any column. Know the check or bill number? Filter Number. Want one vendor? Filter Customer / Vendor.
• Sort: click a column name to sort by it.
• Column menu (three dots) → Choose columns: hide the ones you don’t need. Your layout is saved for you only, so your teammates keep theirs.
• Page size and the arrows at the bottom move through older transactions.

Back to that phone call. Filter Customer / Vendor to your produce company and Type to Bill, AP Payment and AP Credit Memo. Now you can see every invoice, every payment and every credit in one view, and explain exactly why last week’s check was $48.20 short.

Step 3 Open a transaction

Click any row to open the full record. A bill opens the bill, a payment opens the payment, and so on, with all the same buttons (like Unapprove and Actions). Bank lines and journal entries open in a window instead. You can also right-click a row and choose View.

Curious what a transaction did to your books? Bills and Daily Sales have a Journal entry tab next to Line items. It shows the debits and creditsDebits and creditsThe two sides of every journal entry. They must add up to the same amount, which is how your books stay in balance. behind the scenes.

For example, a $500 produce bill debits Food Cost (you spent the money on food) and credits Accounts Payable (you owe the vendor). DishBooks builds this for you, so you never have to write it by hand. The totals at the bottom always match.

Step 4 Make a journal entry

Bills, payments and daily sales each have their own page. Everything else (payroll, sales from a POS that isn’t connected yet, an adjustment from your accountant) is a journal entry, and you make it here.

1. Click + Create new (top right).

2. Fill in the details:

   • Number: filled in for you. Change it if you like, for example PR-1007 for a payroll entry.
   • Date
   • Location / Entity
   • Vendor or Customer (optional)
   • Comment: what this entry is for (“Payroll, week ending Oct 4”).

3. Add the journal entry lines. For each line, pick the GL account, then enter a Debit or a Credit. Add a comment and a location if you need to. Click + Add line for more.

4. Check that Total debits and Total credits match. A journal entry has to balance.

5. Attach backup, like the payroll report, under Attachments.

6. Click Save. The entry is saved unapproved. Open it and click Approve when it’s ready (every line needs a GL account first).

   

Not sure which accounts to debit and credit? That’s normal. Ask your accountant for the entry, or copy last period’s: filter Type to Journal Entry and open a past one to see how it was booked.

Import or export transactions

• Export CSV downloads the rows on the page you’re looking at, filters applied. Great for sending your accountant a list.
• Import CSV brings in journal entries in bulk, for example a payroll file or historical entries. It opens a preview with a CSV template to download, and you can Import as drafts or Import & approve.

Tips and common questions

Should I work my bills from here?

You can open and fix anything from All transactions, but day-to-day work is easier on each record’s own page (Bills, Record payments and print checks, Daily Sales Report). Think of All transactions as your search bar and audit trail.

Why are there so many “Not approved” bank lines?

Those are bank transactions waiting for someone to review them in Banking → Bank activity. Approve them there.

I need to change a journal entry.

Click it to open it. If it’s approved, click Unapprove first, make your change, then approve it again. An unapproved journal entry can also be deleted: right-click it and choose Delete.

Do I need to make a journal entry for daily sales?

Only if your POS isn’t connected. With Toast, MarginEdge or Opsi, daily sales come in on their own. See Daily Sales Report.

Will my teammates see the columns I hid?

No. Your column choices are saved just for you.

What’s next

Now that you can find any transaction, see how they all add up.