When you first open Accounting, a setup wizard walks you through five steps:

1. Name your accounting book and choose features — Most churches use one book named Main Book. Six general features and controls start turned on. Require functional expense classifications starts off because it adds a stricter posting requirement. Each option is explained on the setup screen and can be changed later in Accounting Settings.
2. Build your Chart of Accounts — Choose a Compact or Detailed church starter chart, import accounts, or add them manually.
3. Add financial accounts — Enter the names of your checking and savings accounts. You can also add money market accounts, certificates of deposit (CDs), and credit cards; the form shows a few extra fields depending on which type you pick. A CD is tracked like any other financial account — it appears in reconciliation and opening balances — but you cannot write checks from it or record deposits into it; when a CD matures or pays interest, record that with a journal entry. A credit card account works together with the Credit Cards screen described below.
4. Set opening balances — Enter bank balances and any amounts that were already donor restricted as of your start date.
5. Set up fiscal periods — Choose which calendar year to activate monthly periods for.

You can return to setup at any time to add more financial accounts or adjust balances.

District accounting books skip this five-step wizard. A district only names its book, and every optional feature (account codes, budgets, vendors, checks, draft/post workflow, period locking, and functional expense classification) starts turned off — turn on whichever ones the district office wants from Accounting Settings afterward.

Step 2 of setup gives you two ways to set up accounts, and you can mix both:

• Compact church chart — A shorter starter list for churches that want fewer accounts.
• Detailed church chart — A fuller nonprofit starter list with more account classifications already supplied.
• Suggested accounts — After choosing a starter chart, check the accounts you want and click Add selected. The chart choice only supplies starter accounts; it does not limit features or reports. Suggestions stay available until you import a CSV of your own.
• Upload your own chart (CSV) — If your church already keeps its own chart of accounts, upload it instead of picking from the suggestions. After a successful import, the uploaded accounts become the primary chart and NazTrack hides its starter suggestions. Importing does not delete accounts you already added.

A few details about the CSV import:

• Required columns are 'name' and 'type' (Asset, Liability, Revenue, Expense, or Net Assets). Add 'code' too if your book uses account codes.
• An optional 'parent_code' column groups an account under another row in the same file — list the parent row before its sub-accounts.
• Optional 'restricted', 'tax_deductible', and 'giving_category' columns (yes/no, true/false, or 1/0) flag donor-restricted revenue, whether a gift counts on giving statements, and whether an account shows up when entering offerings. Marking a liability account a giving category makes it a pass-through account — money the church collects and forwards elsewhere, like a scholarship remitted to a college. The gift is still a contribution to the church, so it can still be reportable and tax deductible.
• If your file already lists the matching Net Assets With Donor Restrictions fund for a restricted revenue account, add its code in an optional 'restricted_net_asset_code' column so NazTrack links to that existing row instead of creating a new one. Leave it blank and NazTrack creates the linked fund account automatically.
• A row that has other rows underneath it (referenced by their parent_code) is treated as a grouping heading, like 'Revenue' or 'Designated Offerings' — it won't automatically be marked a giving category just because of its type.
• Column names from NazTrack's own Chart of Accounts export ('GL Code', 'Account Name', 'NazTrack Type', 'Parent Code') are recognized automatically, so you can re-import a file you exported earlier.
• If a row in your file has a problem (an unknown type, a missing name, a parent that isn't in the file), that one row is skipped and reported — the rest of the file still imports.

Once setup is finished, the ongoing Chart of Accounts page organizes your accounts into tabs — Asset, Liability, Net Assets, Revenue, and Expense — each showing how many accounts it holds, so you can jump straight to the section you need instead of scrolling one long list. The Add Account form is collapsed by default; click it to expand and add a new account. Deleting an account only works if it hasn't been used in a transaction yet; once an account has activity, use the Active/Inactive switch instead.

When moving from another accounting system, enter the balances of your bank, asset, and liability accounts as of the migration date. Bank accounts get their own balance field. Any other asset (like prepaid insurance or a note receivable) or liability (like accounts payable, or a scholarship the church is holding to pass through) shows up in its own Other Asset Balances / Liability Balances section — anything that isn't a revenue or expense account can carry an opening balance.

Also enter each existing donor-restricted balance, such as Building Fund, Children's Ministry, or Youth Ministry. Setup lets you create as many named restricted funds as needed and assign a separate opening balance to each. Restricted balances are classifications within your existing assets; they are not additional cash. NazTrack posts each restricted amount to its matching Net Assets With Donor Restrictions account and assigns the remaining net assets to Net Assets Without Donor Restrictions.

Older NazTrack books may contain an inactive Legacy Opening Balance Clearing account. Migration reclassifies that balance into Net Assets Without Donor Restrictions while preserving the original opening entry and a separate audit-trail entry.

Open Accounting Settings to configure each option independently:

• Show account codes — Displays account numbers and requires a code for new non-system accounts. Turning this off hides codes but does not erase them.
• Enable budgets — Shows annual budgets, amendments, and Budget vs. Actual reports.
• Enable vendors — Shows vendor/payee management and vendor defaults for checks.
• Enable check writing — Shows check entry, printing, issuing, and the Check Register.
• Use draft and post workflow — Lets manual journal entries remain drafts until an authorized user posts them. Turning it off does not automatically post existing drafts.
• Allow fiscal period locking — Lets authorized users close periods and prevents posting or changing entries in closed periods. Turning it off does not delete periods or reopen them.
• Require functional expense classifications — Prevents posting an expense unless it is classified as Program, Management and General, or Fundraising. Before this control can be enabled, every active non-contra expense account must have a Functional Class. This is useful for churches preparing nonprofit financial statements, but the setting alone does not guarantee GAAP compliance.

Disabling budgets, vendors, checks, or another feature hides and blocks that feature without deleting its existing records. Re-enable it to regain access. Features do not grant permissions; users still need the relevant Accounting permission.

Accounting Settings also holds a few things beyond the feature toggles:

• Book name, fiscal year start month, and check stock format — Rename your accounting book, change which month your fiscal year begins in, and choose the check stock your printer uses (Standard, Voucher, or Wallet) before printing checks.
• Financial accounts — Add a new checking, savings, money market, CD, or credit card account, or edit an existing one's details, directly from Settings — you are not limited to adding financial accounts during the original setup wizard.
• Fiscal periods — Create the monthly periods for a new fiscal year, and (when Allow fiscal period locking is on) close or reopen individual periods, from this same screen.

Each church (or district) accounting book is a single set of books — there is no in-app way to add a second book. "Most churches use one book" describes the only option in practice, not a choice among several.

Add and manage financial accounts from Accounting Settings. The form shows a few extra fields depending on the type you pick:

• Checking — Has a routing number and a next check number, and is the only type checks can be written from.
• Savings and Money Market — Have a routing number, but no check numbering.
• Certificate of Deposit (CD) — Tracked like any other financial account — it appears in reconciliation and opening balances — but you cannot write checks from it or record deposits into it. It has an optional maturity date and annual percentage yield (APY) for your own reference. When a CD matures or pays interest, record that with a journal entry.
• Credit Card — Has an optional statement closing day, payment due day, and credit limit, and works together with the Credit Cards screen described below.

This screen was previously labeled Bank Accounts; it now covers every type of financial account your organization uses.

The New Transaction screen has two forms stacked on one page: Quick Entry at the top and a full Journal Entry below it. Use whichever fits what you're recording.

• Quick Entry — A one-line form for the common case: pick a date, a type (Money Out, Money In, or Transfer), the bank account, a category, an amount, and optionally a payee/source and memo, then Save. It always creates a simple two-line entry (bank account on one side, category on the other) and posts using the same draft/immediate rule as any other entry.
• Journal Entry — A full multi-line form for anything Quick Entry can't express: entries with more than one category, entries touching more than one bank account, or entries that need a Function or Donor Restriction override on individual lines.
• Other Income / Deposits — Record receipts that are not donor contributions, such as insurance proceeds, event income, vendor refunds, and reimbursements. Choose a revenue account for income, or the original expense account when the receipt reduces a prior expense. These deposits do not appear in giving records or donor statements.
• Money Out — Record expenses (utilities, supplies, compensation) and assign them to an expense category.
• Transfer — Move money between two of your bank accounts.

When Use draft and post workflow is enabled, manual journal entries can be saved as drafts and posted later. When it is disabled, submitted manual journal entries post immediately. Quick Entry follows the same rule.

From the Register, click any entry to see its detail, or Edit a draft to reopen the Journal Entry form with its lines pre-filled.

• Draft entries can be edited, posted, or deleted outright (deleting removes it completely, with no trace left behind — use this only for a mistaken entry that was never posted).
• Posted entries can no longer be edited or deleted. To correct one, Void it — enter a reason, and NazTrack creates a reversing entry rather than erasing the original, so the audit trail stays intact.

Each entry also has a Print / PDF view showing its lines, debits and credits, and who created and posted it — useful for attaching to paper records or answering an auditor's question.

When you enter an offering, each split is assigned to a giving category — the account that receives the money. On the Chart of Accounts page, each revenue and liability account has a Giving category switch that controls whether it appears in that list.

• Revenue accounts — The usual giving categories: tithes, offerings, and designated funds that are income to the church. New revenue accounts are giving categories by default.
• Liability accounts — Can also be giving categories for pass-through gifts — money the church collects on behalf of someone else and forwards on, which is never the church's income. For example, gifts to a scholarship the church remits to a college can be received into a liability like 'Powers Scholarship Payable.' When you record the gift, the money increases that liability instead of revenue; when the church sends it on, that payment reduces the liability. Liability accounts are not giving categories by default — turn the switch on for the specific pass-through accounts you need. Because the gift is legally made to the church, a pass-through category can still be marked Reportable and Tax deductible, so it counts toward the donor's year-end giving statement just like an ordinary contribution.

Turning a category off hides it from new offerings but leaves past transactions unchanged.

A donor-restricted gift is contribution income, not a liability, merely because the donor limited its purpose or timing. NazTrack records the full gift as contribution revenue and tracks the unspent restriction under Net Assets With Donor Restrictions.

When creating a giving revenue account, mark it Restricted and select the appropriate Net assets with donor restrictions account. NazTrack automatically classifies gifts posted to that account.

When writing a check that satisfies the donor's restriction, select the matching Donor Restriction on the expense line. NazTrack records the expense normally and releases that amount from donor restrictions.

Use a liability instead only when the church actually owes or may need to return the money, such as a conditional/refundable advance or money held for another organization.

Write checks against your bank accounts. Each check records the payee, date, and what the money was spent on. The check amount is simply the total of the expense lines — you don't enter it separately. Turn on Enable check writing in Accounting Settings to use these tools.

Vendors save typing: if you pick a vendor in the Pay To box, the payee name fills in automatically, and if the vendor has a default expense account, the first expense line fills in too. Both stay editable — the vendor just gives you a head start.

Most checks need one line. The form starts with a single expense line: choose the account, enter the amount, done. If one check covers several things (say, a hardware store run split between Building Repairs and Office Supplies), click Split across multiple accounts to add lines. The running total and the amount written out in words update as you type.

Two columns you may or may not see:

• Function — The nonprofit reporting classification (Program, Management and General, or Fundraising) used by the Statement of Functional Expenses. This column appears when the classification control is enabled or the book already uses functional classifications. Each line normally inherits its account's default; override it only when a specific payment belongs to a different function than usual.
• Donor Restriction — Only shown when your book has donor-restricted funds. Choose a restricted fund when the check spends money donors gave for that purpose (for example, paying a contractor from the Building Fund). NazTrack records the expense normally and releases that amount from the restricted fund, so your fund balances stay accurate. Leave it at None for ordinary operating expenses.

Checks can be saved as drafts, then printed and issued — issuing creates the journal entry. Void a check if it was lost or cancelled.

When your church or district has a Credit Card financial account, employees can charge purchases to it directly from the Expenses screen by choosing Paid With: Organization credit card. Those charges show up on the Credit Cards screen (under the Transactions menu) for you to review and post — they never need a separate reimbursement.

• Review submitted charges — Each row shows the date, cardholder, which card was used, the expense category the cardholder chose, a description, and any receipt they attached. You (or the cardholder) can upload or replace a receipt image or PDF right from this screen.
• Post charges — Posting a charge records the purchase as an expense and adds it to the balance owed on that credit card; it does not touch your checking account. Post one charge at a time, or check several boxes and click Post Selected Charges to post a batch at once. A charge cannot be posted until it has an expense category.
• Record a card payment — When you pay the credit card bill, use Record Card Payment to reduce the card balance and the paying bank account together. This only records the payment; it does not create another expense, since each charge was already posted as its own expense when you reviewed it.
• Reconcile the statement — Click Reconcile Statement to match your paper or online credit card statement against posted charges and payments, the same way you reconcile a checking account.

If no Credit Card account exists yet, add one in Accounting Settings before cardholders can select it on the Expenses screen. Posting a charge and recording a payment both require the Post Transactions permission; uploading a receipt only requires Enter Transactions.

Every month, employees and volunteers submit their mileage and other expenses from the Expenses screen. When they submit, NazTrack bundles that month's items into one Expense Report for you to review on the Expense Reports screen (under the Transactions menu).

The list shows every report submitted for a chosen year: who submitted it, when, how many items, and three running totals — the amount to reimburse, the amount already charged to an organization credit card, and the combined total. A status badge shows whether a report is still Submitted (awaiting your review), Posted (approved and recorded, reimbursement not yet paid), or Paid (a reimbursement check has been issued).

Opening a report shows the employee's comments if any, every submitted item with its date, category, payment method, notes, receipt, and amount, and a View PDF with Receipts button that builds one PDF combining the report and every attached receipt image.

A Reimbursement Accounting panel walks you through paying back the employee for mileage and other reimbursable, personally-paid expenses:

1. Approve and Post Reimbursement records a journal entry that debits each expense's category and credits a system liability account called Employee Reimbursements Payable — the church now owes that employee money, but no check has been written yet. This step requires the Post Transactions permission; if you don't have it, the panel simply shows that the report is awaiting accounting approval.
2. Once posted, if Enable check writing is on and you have the Manage Checks permission, a Create and Issue Check form appears. Choose the checking account, date, and check number, and NazTrack writes and issues a check that pays down Employee Reimbursements Payable — there's no need to re-enter the amount or categories.
3. Once the check is issued, the report shows it was paid by check, with a link to it.

If none of a report's items are reimbursable — for example, everything was paid by organization credit card, or the church already paid the employee some other way — this panel doesn't appear, since there's nothing to post. Items charged to an organization credit card are posted from the Credit Cards screen, not here.

Reports submitted before this feature was turned on appear at the bottom marked Legacy. They show the same totals for your records, but since there's no report saved behind them, there's no posting or check button here; handle any reimbursement still owed for those with a regular check or journal entry.

Create an annual budget by assigning amounts to expense and revenue categories. Once approved, the budget tracks actual vs. planned spending throughout the year. Budget amendments can be submitted and approved to adjust line amounts mid-year.

If you organize your accounts into groups (for example, keeping "Utilities" and "Supplies" together under an "Operations" category), the budget page shows those groups as collapsible sections. You only enter an amount for each individual line-item account — NazTrack automatically adds up the amounts underneath a section and shows that total on the section's row. Click the arrow next to a section name to collapse or expand it, or use Expand all / Collapse all to open or close every section at once.

Turn on Enable budgets in Accounting Settings to use these tools.

The Reports screen lists all available financial reports for your accounting book. Every accounting book has the same nonprofit report set; optional-feature reports appear only when their feature is enabled.

• Statement of Activities — Shows revenue and expenses split into Without Donor Restrictions and With Donor Restrictions, including net assets released from restrictions.
• Statement of Financial Position — Shows assets, liabilities, and net assets as of a selected date.
• Statement of Cash Flows — Organizes cash movements into Operating, Investing, and Financing activities. If accounts with activity lack a Cash Flow Category, the report warns you instead of silently leaving the activity out.
• Statement of Functional Expenses — Shows expenses by natural account and by Program, Management and General, and Fundraising function. Unclassified activity is identified in the report.
• Trial Balance — Shows all account balances as of a selected date and warns if debits and credits do not balance.
• Donor-Restricted Net Assets — Shows balances held with donor restrictions.
• Monthly Board Report — Provides a monthly financial summary for board members.
• Budget vs. Actual — Appears when Enable budgets is on.
• Check Register — Appears when Enable check writing is on.
• 1099 Vendor Review — Appears when Enable vendors and Enable check writing are both on. Reviews issued and cleared checks by vendor and estimates which vendors may need a 1099 form.

Missing classifications do not require enabling unrelated features. Assign the missing defaults in the Chart of Accounts, or override them on individual journal/check lines. Warnings and unclassified groupings help identify incomplete metadata; they do not remove the underlying transaction amounts.

To get the most accurate GAAP reports, assign defaults in the Chart of Accounts screen and override them on individual journal or check lines when an allocation is needed:

• Expense accounts — Select a Functional Class: Program (ministry activities), Management and General (administrative overhead), or Fundraising (collection/fundraising costs). Most church expenses fall under Program.
• Asset or Liability accounts — Select a Cash Flow Category: Investing (long-term assets like property and equipment), Financing (long-term debt like a mortgage), or Operating (working capital items like accounts payable).
• Net Assets accounts with donor restrictions — Optionally select a Restriction Type: Time, Purpose, or Perpetual.

Accounts seeded from the Detailed church chart already have many of these classifications filled in.

This report gathers every issued or cleared check for a calendar year, groups the payments by vendor, and gives you a starting point for year-end 1099 filing. Choose a Calendar Year and click Run Report.

Three summary numbers appear at the top: how many vendors meet the reporting threshold, the total of those potentially reportable payments, and any issued checks that aren't linked to a vendor record. Unlinked checks can't be classified automatically — this includes reimbursement checks written from Expense Reports and any other check where no vendor was selected, so seeing your own reimbursement checks listed here is expected. Only investigate the ones that should have had a vendor attached.

Each vendor's row shows the tax treatment NazTrack expects (1099-NEC, 1099-MISC, or 'Review'), based on their Default Payment Category and Federal Tax Classification from the Vendors page; whether a W-9 is on file and the last four digits of the TIN if one is saved; any open issues (missing W-9, missing legal name, missing tax classification, missing TIN, a payment category that still needs review, or an incomplete mailing address); the total paid; and whether that total meets, falls below, or has been manually excluded from the reporting threshold. Click View included checks to see exactly which checks made up the total.

The general reporting threshold is $600 for years through 2025 and $2,000 starting with 2026, except royalties ($10) and gross proceeds paid to an attorney ($600) — the report applies the correct one automatically. A vendor's 1099 Treatment setting can force that vendor to always be included or always excluded regardless of the threshold. Download CSV exports the same table to hand off to your tax preparer or 1099 filing software.

This report is a starting point, not a final answer — confirm 1099 treatment, thresholds, and filing requirements with your tax professional before filing.

Maintain a list of vendors (contractors, utilities, suppliers) with contact information and default expense categories. When writing a check, selecting a vendor fills in the payee name and category automatically.

Turn on Enable vendors in Accounting Settings to use these tools.

The vendor list shows a Tax Profile column summarizing what's on file for each vendor. Expand a vendor to fill in the full profile, used by the 1099 Vendor Review report:

• Legal Name from W-9 and Business / DBA Name — The vendor's official name and any 'doing business as' name, taken from their W-9.
• Federal Tax Classification — Individual, a type of corporation, partnership, trust/estate, or an LLC's tax treatment, as the vendor marked on their W-9. Certain corporate types are generally exempt from 1099 reporting, so NazTrack uses this to help predict whether a 1099 is likely needed — but always confirm against the W-9 itself.
• Address — The vendor's mailing address, needed on a 1099 form.
• TIN Type and Taxpayer ID Number — Enter the 9-digit number once; NazTrack stores it encrypted and only ever shows the last four digits afterward. Type a new number to replace it, or check Remove saved TIN and save to delete it entirely.
• W-9 Certification Date — The date on the signed W-9, separate from uploading the W-9 file itself.
• Default Payment Category — The kind of payment this vendor typically receives (nonemployee services, rent, royalties, medical, legal services, other income, or a category that's generally excluded, like merchandise or card payments). This drives which 1099 form the review report expects.
• 1099 Treatment — Leave at Determine automatically for NazTrack to decide based on the classification and category above, or force a vendor to Always include for review or Exclude from 1099 review if you know better than the automatic rule for that vendor.

None of this is required to write checks to a vendor — fill it in when you're getting ready for year-end 1099 filing, or as W-9s come in.

Match your bank statement transactions against the entries in NazTrack. When all cleared items match and the difference is zero, mark the reconciliation complete. Reconciled lines are locked from further edits. This works the same way for a credit card account — match your card statement's charges and payments the same way you would a checking account.

Import a statement (optional): on a reconciliation in progress, Import Statement accepts a CSV export of your bank or card statement and automatically matches its rows to NazTrack transactions with the same date, description, and amount, marking them cleared. You can still match the rest by hand afterward — importing is a shortcut, not a requirement. Re-importing the same file is safe: rows that already matched something on this reconciliation aren't matched again.

If you need to correct a completed reconciliation, click Reopen on the reconciliation detail page (requires the Reconcile Bank Accounts permission). Reopening returns it to In Progress so you can unmatch and re-match transactions before completing it again.

Fiscal periods represent monthly accounting periods within a year. Turn on Allow fiscal period locking to let authorized users close a period and prevent additional entries from being posted to it. Closed periods can be reopened by a user with the Lock Fiscal Periods permission.

The Credit Cards and Expense Reports screens use these same permissions rather than permissions of their own: viewing needs View Accounting, uploading a receipt needs Enter Transactions, posting a card charge or a reimbursement needs Post Transactions, and issuing a reimbursement check needs Manage Checks.

The Treasurer system role includes all Accounting permissions by default.