Short Description Transactions are the records of actual spend hitting your Finance Budget — from invoices, Purchase Requests, accruals, and integrated finance systems. This article covers what they are and how to manage them.
What this article answers
- What counts as a Finance Budget transaction.
- Where transactions come from.
- How to view, filter, and adjust them.
What a transaction is
A transaction is a record of money committed or spent against a Finance Budget line. Each transaction includes:
- A monetary amount.
- A date (when the spend occurred or was recorded).
- A source (PR, invoice, accrual, manual entry, integration).
- A link to the Budget Line it's hitting.
- A link to the Tactic / Line Item that drove the spend (when applicable).
Transactions add up to the Actual column on the Finance Budget grid.
[SCREENSHOT NEEDED — Finance Budget Inspection Window with Transactions tab]
Where transactions come from
Several sources produce transactions in Hive9:
Purchase Requests
When a PR is approved and its lines are recognized, the PR amounts flow into Finance Budget as transactions tied to the PR's associated Budget Lines.
Accruals
Accrual entries create transactions that represent expected spend before invoices arrive — useful for period-end financial reporting.
Invoices (via integration)
If your instance is integrated with a finance system (ERP, AP platform), invoice records flow in automatically and create transactions.
Manual entries
Finance users with permission can record transactions manually when no upstream source is available.
Viewing transactions
Open a Finance Budget or Budget Line's Inspection Window, then navigate to the Transactions tab or section. The list shows all transactions hitting that budget within the configured time window.
You can filter by:
- Date range
- Source type (PR, accrual, invoice, manual)
- Tactic / Line Item
- Amount range
Adjusting transactions
Direct edits to transactions are usually limited:
- PR-driven transactions — adjust by modifying the originating PR.
- Invoice-driven transactions — adjust on the source system; the integration syncs the change.
- Manual transactions — edit directly in the Inspection Window if your role permits.
- Accrual transactions — edit via the accrual record.
Every edit is captured in the Finance Log and Budget Audit Log.
Reconciliation
Finance teams commonly reconcile Hive9 transactions with their source-of-truth ledger at period-end:
- Export the Finance Budget transactions for the period.
- Compare with the ledger.
- Identify gaps — usually timing differences (accruals not yet invoiced) or missing transactions.
- Adjust accruals or trigger missing integrations as needed.
Common questions
Why is my Actual lower than my expected spend? Most often because the spend exists in your finance system but hasn't been integrated yet, or because an accrual hasn't been booked. Check both source systems and the Accruals area.
Can I delete a transaction? Manual transactions usually can be deleted by users with permission. Integration-driven transactions should be removed at the source — deleting them in Hive9 alone creates reconciliation gaps.
Do transactions roll up to parent budgets? Yes — a transaction on a child Budget Line flows up to the parent Budget's Actual total.
How long are transactions kept? Transactions are retained for the life of the Budget. Finance Budget snapshots preserve transaction state at specific points in time.
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