Ledger Edit Views

Overview

The Ledger module allows you to view all your Accounting transactions on one screen. Multiple Views are available including a Transaction and Detailed Ledger view. You can also create new transactions in the Ledger including General Expenses, Customer Receipts, and Supplier Payments.

Edit View is the interface from which transactions are created or edited.

Navigation: Main Menu > Accounting > Ledger

Edit View

Information on Editing:

• When a transaction only has one item, the amount can be edited in the transaction header.

• Click Menu (button) > Enable Debit & Credit to edit both sides of the entries (debit and credit entries). This feature should ideally only be used in General Journal transactions.

• Transactions can be created in their modules or in in the Ledger. Transactions created in separate modules (e.g. Customer Invoices, Customer Credit Notes, Supplier Invoices, Supplier Debit Notes) cannot be edited in the Ledger, but transactions affecting them can (e.g. allocating a Customer Receipt).

⚠️ All transactions should have a debit and credit entry. However, it is possible for someone to create or edit a transaction and leave it in an incomplete state. When this happens a Red Warning Bar is displayed above the transaction warning of Trial Errors.

Buttons Explained: General Entries

Header

• ∧ ∨: Used to scroll between transactions.

• Status: Set the transaction's status to Pending, Complete or Cancelled.

• Output: Output PDF documents. Options include Print, Preview and Email.

• New

  • Opens a dropdown list from which an Entry Type can be selected to create a new entry.

  • The list contains all the Entry Types that post to the General, Customer or Supplier Ledgers. 

• Delete: Deletes the current transaction.

• Save: Saves the current transaction.

• Done: Posts the transaction to the ledger (Sets the Status to Complete).

• Actions > Edit Transaction (Password Required).

  • Allows users to edit read-only transactions once a password has been set up.

• Menu

  • Enable Debit & Credit: Allow users to select both the debit and credit accounts.

  • Edit Reference lookup list: Allows users to create lookup fields to select a reference entry instead of typing one in.

  • Set Items: Specifies how line items must be posted to the ledger.

    • N/A

    • Debit first item and Credit other items

    • Credit first item and Debit other items

  • Open Transaction in Module (e.g. Supplier and Customer Invoices).

  • Open Bank Transaction (e.g. Bank Import transactions).

  • View Audits: Displays changes that are recorded (e.g. who created and edited the transaction).

  • Layout

• Info (symbol): Information block that provides details on the transactions and explains why a transaction cannot be edited.

Processing

• Add Item: Allows users to add more items to split an entry over multiple accounts.

• View: 

  • Items: Shows how the items will be posted to the Ledger.

  • Trial: Shows how the transactions will affect the Trial Balance.

Fields Explained: General Entries

Header

• Status Bar: The Status of the current transaction.

• Due Date: Any Due Date.

  • Applies to customer and supplier transactions.

  • Should be blank for general entries.

• Ledger ID: A system-generated ledger number.

• Date: The transaction's date.

• Period:

  • The period to which the transaction must be posted.

  • The date and period might not match if a period-close was performed.

• Dr. Account:

  • The name of the account that must be debited.

  • This field displays Dr. Bank for bank entries.

• Cr. Account:

  • The name of the account that must be credited.

  • This field displays Cr. Bank for bank entries.

• Total Inc: The VAT Inclusive Total transaction amount.

• VAT: The VAT Type selected for the transaction.

• Reference: The transaction's reference.

• Note: The transaction's note.

• Doc No.

  • Document Number.

  • Applicable to customer and supplier transactions (e.g. invoice numbers).

• SO No.

  • Sales Order Number. 

  • Applicable to transactions that were copied and there is a sales order in the transaction flow (e.g. Quotation > Sales Order > Customer Invoice). 

• Recurring: Checkbox to add the entry to the list of Recurring Entries.

  • Recurring entries can be accessed through the Menu.

  • When a recurring entry is created, account details are prefilled saving time and ensuring consistency.

• Dr.: The total transaction amount that is debited.

• Cr.: The total transaction amount that is credited.

Columns

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated transaction number.

• Item: The system-generated item number.

• From: The source document that was used to create the transaction (i.e. when a transaction is copied).

• Description: The transaction's description. The description shows default if the user does not overtype it.

• Expense Allocation: Allows users to allocate an expense to a Work Order or Sales Order.

• Allocated Total: The total amount of Allocated Expenses.

• Dr. Account: The Account that must be debited for the line item.

• Cr. Account: The Account that must be credited for the line item.

• VAT Type: The VAT Type that was selected for the line item.

• Total (Exc): The line item's VAT Exclusive Amount. 

• VAT %: The percentage of VAT applicable to the line item.

• VAT: The amount of VAT applicable to the line item.

• Total (Inc): The line item's VAT Inclusive amount.

• Menu (...): Menu button for the line item:

  • Move Up

  • Move Down

  • Copy Item

  • Delete Item

    • This menu is only available to Pending transactions.

Buttons Explained: Customer and Supplier Entries

Header

• ∧ ∨: Used to scroll between transactions.

• Status: Set the transaction's Status to Pending, Complete or Cancelled.

• Output: Output PDF documents. Options include Print, Preview and Email.

• New

  • Opens a dropdown list from which an Entry Type can be selected to create a new entry.

  • The list contains all the Entry Types that post to the General, Customer, or Supplier Ledgers. 

• Delete: Deletes the current transaction.

• Save: Saves the current transaction.

• Done: Posts the transaction to the ledger (Sets the Status to Complete).

• Actions

  • Edit Transaction (Password Required).

  • This feature allows someone to edit a read-only transaction by entering a password. Requires a password to be set up. 

• Menu

  • Enable Debit & Credit: Allow users to select both the debit and credit accounts.

  • Edit Reference lookup list: Allows users to create lookup fields to select a reference entry instead of typing one in.

  • Set Items: Specifies how line items must be posted to the ledger.

    • N/A

    • Debit first item and Credit other items

    • Credit first item and Debit other items

  • Open Transaction in Module (e.g. Supplier and Customer Invoices).

  • Open Bank Transaction (e.g. Bank Import transactions).

  • View Audits: Displays changes that are recorded (e.g. who created and edited the transaction).

  • Layout

  • Info (symbol): Information block that provides details and explains why a transaction cannot be edited.

Processing

• Add Item: Allows users to add more items to split an entry over multiple accounts.

• View: 

  • Items: Shows how the items will be posted to the Ledger.

  • Trial: Shows how the transactions will affect the Trial Balance.

Allocation

• Clear: Clears all the allocations.

Outstanding

• Menu: Clear Overpayment (Allows users to clear a previous overpayment).

• Select: Allows users to select transactions.

• Allocate: Allocates the transactions to the selected transactions.

Fields Explained: Customer and Supplier Entries

Header

• Status Bar: The Status of the current transaction.

• Due Date:

  • Any Due Date.

  • This field only applies to customer and supplier transactions (e.g. invoices).

• Ledger ID: The system-generated ledger number.

• Date: The transaction date.

• Period: 

  • The period to which the transaction is posted.

  • The date and period might not match if a period-close was performed

• Dr. Account

  • The name of the account that was debited.

  • This field may change to Dr. Supplier or Dr. Customer depending on the chosen entry type.

• Cr. Account

  • The name of the account that was credited.

  • This field may change to Cr. Supplier or Cr. Customer depending on the chosen entry type.

• Total Inc: The VAT Inclusive transaction total amount.

• VAT: The VAT Type selected for the transaction

• Reference: The transaction's reference.

• Note: The transaction's note.

• Doc No.

  • The document number.

  • Applicable to customer and supplier transactions (e.g. invoices).

• SO No.

  • Sales Order Number. 

  • Applicable to transactions that were copied and there is a sales order in the transaction flow.

• Recurring: Checkbox. If checked, the transaction is added to the list of recurring entries.

• Dr.: The total amount debited.

• Cr.: The total amount credited. 

Columns

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated transaction number.

• Item: The system-generated item number.

• From: The source document that was used to create the transaction (i.e. when a transaction is copied).

• Description: The line item's description. The description shows default if the user does not overtype it.

• Expense Allocation: Allows users to allocate an expense to a Work Order or Sales Order.

• Allocated Total: The total amount of Allocated Expenses.

• Dr. Account: The account that was debited for the line item.

  • This field is supressed if the field in the header is Dr. Customer or Dr. Supplier.

  • For bank transactions, this field is automatically filled in with the bank account chosen in the header.

• Cr. Account: The account that was credited for the line item.

  • This field is supressed if the field in the header is Cr. Customer or Cr. Supplier.

  • For bank transactions, this field is automatically filled in with the bank account chosen in the header.

• VAT Type: The VAT Type that was selected for the line item.

• Total (Exc): The line item's VAT Exclusive amount. 

• VAT %: The percentage of VAT applicable to the line item.

• VAT: The amount of VAT applicable to the line item.

• Total (Inc): The line item's VAT Inclusive amount.  

• Menu (...): Menu button for the line item:

  • Move Up

  • Move Down

  • Copy Item

  • Delete Item

    • This menu is only available to transactions that can still be edited (e.g. Pending statuses).

Allocation

• Field Chooser (*): Allows users to add or remove fields (columns).

• Type: The Code indicates the Entry Type of the allocated transaction.

• No.: The number of the source document (e.g. Invoice number).

• Ledger ID: The system-generated ledger number.

• Date: The date of the allocated transaction.

• Reference: The reference from the allocated transaction.

• SO No.: The Sales Order Number.

• Total (CUR): The Total in the Currency the allocated transaction was recorded in.

• Total: The Total in the Local Currency.

• Allocated: The amount that was allocated.

• Menu (...): A submenu allowing users to:

  • Open Transaction (view the source document).

  • Delete Allocations (clear the allocations e.g. if users need to edit the document).

Outstanding

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated overall transaction number.

• Trans: A code indicating the entry type for the outstanding amount.

• No.: The number of the outstanding source document.

• Date: The date of the outstanding transaction.

• Ledger ID: The system-generated ledger number.

• Reference: The outstanding transaction's reference.

• Currency: The Currency that the outstanding transaction was recorded in.

• Total (CUR): The total amount in the Foreign Currency.

• Total: The total amount in the Local Currency.

• Outstanding: The amount that is outstanding.

• Allocate: Checkbox. If checked, the amount is filled in to match the transaction value.

• Checkbox: Used to select outstanding items to allocate.

• Menu (...): A submenu allowing users to:

  • Discount Transaction: Write the remaining balance off as discount paid or received.

    • If clicked, a popup requests confirmation: Discount the outstanding? Click Ok or Cancel.

    • Discount can be entered regardless of the Status of the transaction.

    • The Discount transaction remains in a Pending state until it is marked Complete.

  • Open Transaction: Open the source transaction.

  • Clear Selection: Clears the checkboxes.

Output Templates: Data Pipelines

• Lgr_Rec/Lgr_All: Transaction View / Detailed Ledger View (It depends on which view was selected).

• Lgr_Items: Transaction Items.

• Lgr_Trial: The Trial Balance sample for the selected transaction.

• Lgr_Allocation: The Allocated Transactions.

• Lgr_Warning: Contains the Debit/Credit totals of the transaction as well as an error warning.

• Lgr_Filters: Contains the Debit/Credit totals of the transaction as well as an error warning.