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Manage Categories and Subcategories

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Contents

Introduction

The Category is the purpose of a specific transaction. Each Category can hold multiple Transactions and be assigned to multiple Accounts and Funds. You can add Subcategories to each Category, for a more granular organization of your financial transactions.

This diagram shows you the relationship between Transactions, Categories, Subcategories, Funds, and Accounts. For details, please also see Accounting Basics and Setup; as creating Categories is an essential step to take when first configuring your Accounting with ChMeetings.

rel-diag.png

 

Default Categories

ChMeetings comes preconfigured with two default Categories: 

  1. General Expenses - meant to be used for expense transactions.
  2. General Offerings - meant to be used for giving transactions and other income being received into your accounts.

These Categories cannot be removed, but you can edit their name and associated Fund. You can use these as a catch-all for your transactions or create additional Categories according to your needs. Unless you require very detailed reporting, we recommend limiting the number of Categories you create, to reduce complexity.

 

Add Categories

To add Categories, go to Accounting > Categories and click Add Category.

 

In the Add Category window, configure the following: 

  1. Name the Category. We recommend using a short, suggestive name.
  2. Select a Type: This determines whether the Transactions you record under this Category represent income or expenses.
  3. Select a Default Fund: This is the Fund that is preselected when adding a Transaction to the Category. You can leave this blank and any transactions associated with this Category will default to the General Fund, 
  4. Save when ready.

add-category-details.png

 

Add Subcategories

Subcategories serve to organize your financial transactions more granularly, within specific Income or Expense Categories. To add a Subcategory, go to Accounting > Categories. 

There are two ways to add Subcategories: 

  • From the Add Subcategory button at the top of the list of Categories.
    • Click the Arrow next to Add Category on top of the Categories list.
    • Select the parent Category under which you want to add the Subcategory.
    • Name your Subcategory.
    • Save when done.
  • From the Add Subcategory option next to the main Category.
    • Click the Options button (...) next to the parent Category under which you want to create the Subcategory. 
    • Click Add Subcategory.
    • Check that the parent Category, Type, and Fund are correct, then Name the Subcategory.

Once added, the Subcategory will display in the Categories list, under the parent Category (which you can expand or collapse using the arrow next to it). Subcategories will also be available to select in any dropdown lists where you must choose a Category; as well as in all relevant Accounting Reports: Income Statement, Category Overview, Detailed Category Transaction, and Category Fund Statement.

 

Import Categories or Subcategories

You can add a list of Categories and Subcategories in bulk, by importing it from a spreadsheet.

We run this import for you, free of charge, if you have a paid account.

You can import .csv, .xls and .xlsx spreadsheets. If you’d like to run the import yourself, please follow the steps below:

  1. Go to Import Categories, from your main Categories page.


     
  1. Download the template file and fill it out with the categories you want to import.



     
  2. Populate the template with your desired categories. Note that if you do not enter a Parent Category, then you will import Categories. If you do enter a Parent Category, then you will import Subcategories. Parent Categories must already exist within your list for subcategories to be imported within them. The import tool does not create the Parent Categories automatically.



     
  3. Upload the spreadsheet.



     
  4. Check the import summary. If you need to fix any errors, please re-upload the file. If everything looks good, please click Import.



     
  5. Once done, you will be notified that categories were added successfully and you will see them listed.


     

Search Categories or Subcategories

As you build your list of Categories and Subcategories, you can use the Search by Name filter to find the ones you need. 

 

Filter Categories By Type

Use the Type filter to display Income or Expense Categories only. Choose All to show all categories.

 

Edit and Delete Categories or Subcategories

You can edit all Categories or Subcategories . 

You can delete all Categories or Subcategories you create. As mentioned, the Default Categories (General Income and General Expense) cannot be removed. Additionally, Categories that have associated transactions cannot be removed until all assigned transactions are also deleted.

To edit or delete a Category or Subcategory, click the Options button next to it (...) then select the corresponding option. 

Please note that deleted Categories or Subcategories cannot be restored. 

Archive Categories or Subcategories

If you use a category or subcategory less frequently or not using it at all anymore, then you can archive it. This is the appropriate alternative to deleting categories, since it maintains records that are no longer in use without impeding on your workflow. Categories do not require a $0 balance to be archived.

Archive a Category or Subcategory

To archive a Category:

  • Go to ChMeetings Accounting > Categories. 
  • Find the Category / Subcategory you want to archive.
  • In its context menu, select Archive.
  • Confirm your choice. 

Once archived, the category will be made invisible in your main list of categories. The category  itself and all relevant transactions remain saved. In Accounting > Transactions, you can still see records related to archived categories, but the category is marked as Archived - particularly in the advanced search. 

Show Archived Categories or Subcategories

Once you have archived at least one category, you will see a Show Archived toggle. When this is off, you do not see archived items. Turn it on to make archived items visible. When revealed, you will notice that there is an Archived label next to corresponding categories.

Restore Archived Categories or Subcategories

You can restore archived Categories anytime:

  • Go to Accounting > Categories.
  • Toggle on Show Archived.
  • Find the Category you want to restore.
  • In its context menu, select Restore.
  • Confirm your choice.

Once restored, the category will be visible again within your main list of Categories and the Archived label will no longer be displayed next to it (in all areas where your category is shown).

If there is no archived category remaining after you restore, then the Show Archived toggle will no longer display on your Categories screen.

Best Practice Categories List

If you’d use a list of Categories and Subcategories, we prepared one for you. You will find all the items below, as well as in the attached spreadsheet. You can import the spreadsheet straight into ChMeetings, so this process requires no manual data entry.

Income

  • Tithes
    • Sunday Tithes
    • Friday Tithes
    • Other Tithes
  • Offerings
    • Sunday Offering
    • Friday Offering
    • Other Offering
  • Donations
    • General Donation
    • Special Donation
  • First Fruit
  • Thanksgiving
  • Others

Expenses

  • Bills
    • Electricity Bill
    • Water Bill
    • Internet Bill
  • Salaries
    • Pastor Salary
    • Employee Salary
  • Support
    • Poor Support
    • Family Support
  • Events
    • Conference
    • Retreat
    • Other Events
  • Rent
  • Others

 

 

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