Manage entry categories

What is this?

Entry categories are the everyday grouping of your entries. While the chart of accounts represents the formal accounting structure, categories are the simple terms your members pick on every entry. Examples: "Membership fee", "Donation", "Sheet music purchase", "Hall rent", "Travel costs".

Each category is linked in the background to an account from the chart of accounts. So bookkeeping stays clean without every entering user having to know the chart of accounts.

Typical categories:

• Income — membership fee, donation, concert income, sponsoring, subsidy
• Expenses — sheet music purchase, fees, hall rent, travel, office supplies, advertising
• Other — internal transfer, balancing entry, private withdrawal

How to create categories

1. Open Administration > Cashbook > Categories.
2. Click New category.
3. Enter a clear name, e.g. "Sheet music purchase" or "Sponsoring".
4. Choose the type (income or expense).
5. Link the matching account from the chart of accounts.
6. Optional: store a default description that is pre-filled on every entry with this category.
7. Save. The category is immediately selectable on every new entry.

Edit or disable a category

Click a category to change the name, description or linked account. Disable categories no longer needed via the switch at the top right. They remain — but cannot be picked on new entries anymore. Existing entries keep their old category.

Permission

To edit you need cashbook.edit. Pure readers with cashbook.view see categories on entries but cannot create or change them.

Tips

• Start with few categories and add more only when a new entry type really occurs regularly.
• Use clear short names — the category should be recognized at a glance.
• Connect tax-relevant categories correctly with the matching accounts (e.g. donation → account for charitable donations) so donation receipts and year-end statements are correct.