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.

Items

• Creating a new Transaction Type
• Adding a Credit (Payment) Transaction type
• Adding a Debit (Revenue) Transaction type
• Adding a Bond (Liability) Transaction type
• Editing a Transaction category
• 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

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

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

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

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

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

3. Adjust the sections as required
4. Select Save

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

3. Select Confirm Archive

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

Updated on: 09/09/2026