Transaction List

The Transaction List is the searchable, filterable feed of every transaction in your books — regardless of type, fund, program, or status. If you're looking for a specific entry you recorded last week, a draft that needs review, or a voided transaction that needs explanation, this is the page that has it.

As your organization accumulates hundreds or thousands of entries, you need a single place to find, filter, and triage them. The Transaction List is that place. It's also the first stop when something on a report looks off: filter by the date range, narrow by fund or program, and walk the transactions that contributed to the number you're investigating.

NP Ledger recognizes four transaction types, each with a slightly different purpose:

• Receipt — Incoming money. Donations, grants, in-kind contributions, and program or service revenue. Receipts track contribution type (unconditional, conditional, exchange, or in-kind), payment method, and any quid pro quo disclosure required when a donor receives something of value in exchange for their gift.
• Payment — Outgoing money. Vendor payments and expense disbursements. Payments track the payee name and payment method.
• Journal Entry — General-purpose ledger entries for adjustments, reclassifications, opening balances, closing entries, and release-of-restriction entries. Journal entries support sub-types (general, adjusting, closing, opening balance, release of restriction, reclassification) so you can tag an entry for its purpose.
• Payroll Entry — A specialized multi-line transaction that records gross wages, employer liabilities, employee deductions, and net cash paid — all in one balanced journal entry. Created via the payroll import flow or Quick Entry's "Record Payroll" action.

Every transaction is in one of three states:

• Draft — Created but not yet posted. A draft has no general-ledger impact, doesn't show up on reports, and can be edited or deleted freely. Drafts are useful for queuing work that needs review before it's finalized.
• Posted — Finalized and recorded in the general ledger. A posted transaction is immutable — you can't edit it directly. To correct a posted transaction, you void it and create a new entry, or post an adjusting entry (see Adjusting Entries).
• Void — Canceled with a reversing entry. Both the original and the reversing entry stay in the ledger permanently, so the audit trail shows what happened and when it was reversed. Voided transactions are excluded from report balances so your financial statements reflect what's actually in effect.

Opening the transaction list

1. Go to Transactions (in the sidebar).

Filtering the list

The page supports filtering by:

• Transaction type (Receipt, Payment, Journal Entry, Payroll Entry)
• Status (Draft, Posted, Void)
• Date range
• Contact (donor or vendor)
• Fund, program, or account

Start broad and narrow down. For example, to find a donation from a specific donor last quarter: filter by type Receipt, status Posted, contact = the donor, date range = last quarter.

Drilling into a transaction

Click a row to open the transaction detail page. From the detail page, you can see every line item, the accounts and funds touched, any attached receipt or document, and the full audit trail (who created it, when, and any subsequent edits or voids). For posted transactions, you can also use the Adjusting Entry Wizard from the detail page to post a correction without editing the original.

• Draft transactions aren't piling up. A long list of drafts usually means entries started but never reviewed. Either post them, edit them, or delete them.
• Unexpected voids — scan the void list periodically. Every void should have a clear reason. If you see voids you don't recognize, check the audit log for who performed them and when.
• Unusual amounts — the list is a good place to spot keying errors or duplicates before they land on a report.

• Looking for a voided transaction on a report. Voided entries are intentionally excluded from report balances. To see them, go to the Transaction List and filter by status Void.
• Editing a posted transaction. You can't. Use the void flow to reverse it, or post an adjusting entry to correct it — the audit trail is the whole point.
• Treating drafts as placeholders on reports. Drafts have no ledger impact, so they won't show up in report totals. If you need a number to appear on a report, the transaction has to be posted.