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# Payment & Billing settings:  Adding or editing transaction categories

### Payment & Billing settings:  Adding or editing transaction categories

**Transaction Categories** help organise charges and payments within a payment account, making it easier to track and report on financial activity. Xap includes predefined transaction categories for different transaction types, with the three main categories being **Liability**, **Payment**, and **Revenue**. 
These categories ensure transactions are recorded consistently and accurately throughout the system.

| Type | Description |
| ---- |
| Payment | Applies a credit to an account. |
| Revenue | Applies a debit (misc. charge) |
| Liability | Applies a credit or debit into the bonds tab. |

### Items
* [Creating a new Transaction Type](#3-creating-a-new-transaction-type)
* [Adding a Credit (Payment) Transaction type](#3-adding-a-credit-payment-transaction-type)
* [Adding a Debit (Revenue) Transaction type](#3-adding-a-debit-revenue-transaction-type)
* [Adding a Bond (Liability) Transaction type](#3-adding-a-bond-liability-transaction-type)
* [Editing a Transaction category](#3-editing-a-transaction-category)
*  [Archiving a Transaction category](#3-archiving-a-transaction-category)

### Creating a new Transaction Type
1. Select the **Settings** screen from the left-hand menu
2. Select **Payments & Billing Setting** icon

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_ydpo2c.png)

3. Select the **Centre** name if settings aren't set to Organisation or Provider level.
4. Select **Transaction Categories**
5. Select the green **+add** button

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1wxg68d.png)

### Adding a Credit (Payment) Transaction type

Additional **Credit** transaction types can be added e.g. Centrepay payments, the type is **Payment**.

A **Credit/Payment** transaction type will apply a charge (credit) to the family, this could be used for e.g.
* Additional payment types - Centrepay

For a **Payment** transaction type:
1. Add in the name e.g. CentrePay
2. Select **Payment** from the Ledger account drop-down
3. Add a **reference number** if applicable
4. Tick if you would like to include this transaction in a **banking deposit**
5. Add in a **Description**
6. Add a **Default amount ($)** if applicable
7. Tick **Transactions with this category can be edited, reversed or deleted** this will allow you to edit or delete this charge once it has been applied to an account to make corrections as required.
8. Assign this **transaction type** to other centres (if configured to Centre level)
9. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_q5umbh.png)

### Adding a Debit (Revenue) Transaction type

A **Revenue** transaction type will apply a charge (debit) to the family, this could be used for e.g.
* Excursions not covered by CCS
* Bus/Transport Charges
* Account debit balance transfers
* Admin Fees
* Centre merchandise charges e.g. hats, t-shirts

For a **Revenue** transaction type:
1. Add in the name e.g. Admin Fee
2. Select **Revenue** from the Ledger account drop-down
3. Add a **reference number** if applicable
4. Add in a **Description**
5. Add a **Default amount ($)** if applicable
6. Select if this charge will be **GST Free** or **GST Inclusive**
7. Tick **Transactions with this category can be edited, reversed or deleted** this will allow you to edit or delete this charge once it has been applied to an account to make corrections as required.
8. Assign this **transaction type** to other centres (if configured to Centre level)
9. Select **Save**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_jfa4nv.png)

### Adding a Bond (Liability) Transaction type

A **Liability** transaction type, allows a credit or debit to be applied to a family that displays within the Bonds Tab. This credit or debit is held separately to the statement & invoicing charges and account balance.

For a **Liability** transaction type:
1. Add in the name e.g. Swipe Card
2. Select **Liability** from the Ledger account drop-down
3. Add a **reference number** if applicable
4. Choose **Credit** or **Debit**
5. Add in a **Description**
6. Add a **Default amount ($)** if applicable
7. Select if this charge will be **GST Free** or **GST Inclusive**
8. Tick **Transactions with this category can be edited, reversed or deleted** this will allow you to edit or delete this charge once it has been applied to an account to make corrections as required.
9. Assign this **transaction type** to other centres (if configured to Centre level)
10. Select **Save**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_16sb620.png)

---

### Editing a Transaction category

Default transaction types only have some fields that can be edited e.g. **Reference number** or **Enable for Banking Deposits,** The editable fields may vary per transaction type.

To edit a transaction type:
 1. Select the **3-dot** icon next to the transaction
2. Select **Edit** from the drop-down menu

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1ha4z3.png)

3. Adjust the sections as required
4. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_hv2ppp.png)

### Archiving a Transaction category

You may choose to archive a transaction category that is no longer in use e.g. Cash.
 1. Select the **3-dot** icon next to the transaction
2. Select **Archive** from the drop-down menu

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1q929e5.png)
3. Select **Confirm Archive**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_15ywa67.png)

The status will display and the category can be **unarchived** if required.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_12dw5p1.png)


|| For more information, please  browse through our support documents or alternatively contact our support team.