Ledger List 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.

List View displays a list of transactions or a ledger.

Navigation: Main Menu > Accounting > Ledger

Settings 

User Settings

Navigation: Main Menu > Office > My Organisation > Double-click to open a Staff File > Settings (tab)

• Accounting > Ledger - Access Allowed

  • Options include None, User, or Supervisor.

  • Supervisor rights are required to change the Status of posted (read-only) transactions. 

• Accounting > Ledger - Access allowed by Entry Type

  • This setting grants users access to specific Entry Types in the Ledger.

  • Click Edit in the Value column.

    • On the popup, move entries from the Available to Selected section to grant access.

    • Move entries from the Selected to the Available section to revoke access.

• Accounting > Ledger - Access Allowed to Customer/Supplier Accounts: Options include Yes or No.

• Accounting > Ledger - Access Allowed to General Ledger Accounts: Options include Yes or No.

• Accounting > Ledger - Deleting Allowed: Options include Yes or No.

Accounting Settings

Navigation: Main Menu > Setup > Accounting > Settings (tab).

• Password to edit read-only Transactions in Ledger: 

  • Sets a password to edit reconciled (read-only) transactions. 

  • See Ledger > Edit Form > Actions > Edit Transaction (Password required).

  • An Audit trail is created when a read-only transaction is edited. (This excludes Transactions that are updated in a separate module - CI, CC, SI, SDN.)
    
    

General Settings

Navigation: Main Menu > Settings > Settings & Defaults > Settings (tab)

• Accounting > Allow CI, CC, SI, SDN transactions to be created in the Ledger

  • Options are Yes or No.

  • If Yes, the following transactions are posted to the ledger:

    • Customer Invoices

    • Customer Credit Notes

    • Supplier Invoices

    • Supplier Debit Notes 

  • If No, the entries are only created in their modules. 

• Accounting > Create Supplier Payments in the Ledger: Options are Yes or No.

• Customer Invoices > Ledger Entry Type for Receive on Invoice: Select an entry type (normally Customer Receipts).

• Point of Sale (POS) > Ledger Entry Type for Customer Receipts: Select an entry type (normally Customer Receipts).

List View 

Buttons Explained

• Reset: Resets the Data Filters to default.

• View: Generates a report based on the selected data filters.

• New

  • Opens a dropdown list from which an Entry Type that posts to the ledger can be selected to create a new transaction.

  • Only entry types that post to the General, Customer or Supplier Ledgers are included. 

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

• Menu: 

• Open Recurring Transactions

  • Opens transactions that are set as recurring.

  • This feature allows users to quickly record transactions that recur.

• Date Grouping

  • Option to group records:

    • By Date

    • By Month

    • By Year

    • Relative

• Exporting

  • Email Excel

  • Email Grid

• Layout

  • Save Grid

    • Save Grid

    • Save Grid (All Users)

  • Restore Grid

    • Restore Grid

    • Restore Default Grid

    • Restore Default Grid (All Users)

Data Filters Explained 

• Set: Sets a specific period such as Today, This Month, This Year, Fin Year.

• ← →: Adjusts the Date forwards or backwards based on the selected period.

• Date: Allows users to customise the dates.

• Radio Buttons: Allows users to sort the records by Transaction, Period or Created (date).

  • These buttons only apply to Transactions and Transaction Items.

  • When viewing Customer, Supplier or General Ledger Accounts the sort order is by Period.

• Filter: Dropdown list to select:

  • Transactions: Displays a list of transactions.

  • Transaction Items: Displays a list of transaction items (detailed transactions).

  • Customer Account: Displays all posted customer transactions chronologically. Includes opening and running balances.

  • Supplier Account: Displays all posted supplier transactions chronologically. Includes opening and running balances. 

  • General Ledger Account: Displays all general ledger transactions chronologically. Includes opening and running balances. 

• Entry Type

  • Allows users to view all or a specific Entry Type.

  • This field is only available when Transactions or Transaction Items are selected. 

• Account

  • Allows users to select a specific Account. 

    • This field is compulsory when Customer, Supplier, or General Ledger Accounts are selected.

    • This field is unavailable when Transactions or Transaction Items are selected.

• Currency

  • Allows users to select a specific Currency.

  • This field is only available:

    • If Multi-Currency is used, and

    • When viewing Customer, Supplier or General Ledger Accounts.

• Status

  • Allows users to select a specific Status:

    • All: No filter is applied (Default)

    • Pending: Displays transactions where the Status is not in Accounting (has not been posted) and the Status is not Cancelled.

    • Active: Displays transactions where the Status is in Accounting (has been posted).

    • Reconciled: Displays transactions where the Status is the default Reconciled Status for the Entry Type.

    • Cancelled: Displays transactions where the Status group is Cancelled.

  • The Status field is only available when viewing Transactions or Transaction Items.

• Checkboxes

  • Allocated

    • Applies to Customer and Supplier Transactions.

    • When checked, it only shows transactions that are allocated (e.g. payment allocated to an invoice).

    • The Allocated checkbox is only available when viewing Transactions or Transaction Items.

  • Outstanding

    • Applies to Customer and Supplier Transactions.

    • When checked, it only shows transactions that have no allocations (e.g. unpaid invoices).

    • The Outstanding checkbox is only available when viewing Transactions or Transaction Items.

  • Trial Errors

    • When checked, it only shows transactions that do not have matching debit and credit entries.

    • The Trial Errors checkbox is only available when viewing Transactions or Transaction Items.

Fields Explained: Transactions 

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

• ID: The system-generated overall number allocated to the transaction.

• Status: Status of the transaction.

• Entry Type: A Code indicating the source entry type.

• Ledger ID: The system-generated ledger number allocated to the transaction.

• Doc No: The document number (e.g. Supplier Invoice).

• Bank ID: The Bank Import batch number.

• SO No.: The linked Sales Order Number.

• From: The source document that was copied to create the transaction. 

• Company: The name of the Customer or Supplier.

• Period: The period to which the transaction was posted.

• Rep: The Sales Representative selected when the transaction was created.

• Trans Date: The date on which the transaction was created or which the user selected as the Transaction Date.

• Due Date: The Due Date of transactions.

• VAT Reconciliation: The linked VAT Reconciliation ID (if the transactions have been added to a VAT Reconciliation)

• Reference: The reference on the transaction.

• Category: The Category selected for a transaction.

• Note: Any notes added to the transaction.

• Currency: The Currency in which the transaction was recorded.

• Total (CUR): The value of any foreign currency transaction.

• Total (Exc): The transaction amount excluding VAT.

• VAT: The VAT component of the transaction.

• Total (Inc): The transaction amount including VAT.

• Allocated: The amount of a transaction that was allocated to payment or other document (e.g. debit or credit note).

• Outstanding: The amount due on a transaction.

• Override: Checkbox. If checked the transaction includes a Trial Balance Error but was overridden.

  • Checking the box prevents the entry from being displayed when searching for Trial Balance Errors.

  • It should only be ticked when a debit and credit entry have to be created separately.

  • A record of these entries should be kept for audit purposes.

• Menu (...): A submenu to Edit or Delete a transaction.

• Updated by: Name of the user who last updated the transaction.

• Created: The system date on which the transaction was created.

• Updated: The system date on which the transaction was updated.

• Created by: Name of the user who created the transaction.

Fields Explained: Transaction Items 

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

• Status: Status of the transaction.

• Trans ID: The system-generated transaction number. 

• Entry Type: A code indicating the source Entry Type.

• Ledger ID: The system-generated ledger number allocated to the transaction.

• Doc No: The document number (e.g. Supplier Invoice Number).

• From: The source document that was copied to create the transaction. 

• Company: The name of the Customer or Supplier.

• Trans Date: The transaction date.

• Period: The period to which the transaction was posted.

• Reference: The transaction's reference.

• Currency: The Currency in which the transaction was recorded.

• Created: The system date on which the transaction was created.

• Created By: The user who created the transaction.

• Updated: The system date on which the transaction was updated.

• Updated By: The name of the user who updated the transaction.

• From Trans: The source document number (Doc No) that was used to create the transaction (applies when a transaction is copied to create the next transaction).

• Due Date: The transaction's due date.

• Trans Item ID: A system-generated number for the transaction.

• Item No.: The number of the item on the source document (e.g. if an invoice has 4 items on it, the item numbers are 1, 2, 3, 4).

• Description: The item's description.

• Dr Account: The account that was debited.

• Cr account: The account that was credited.

• VAT Type: The VAT Type that was selected for the transaction.

• Total (CUR): The value of any Foreign Currency transaction.

• Total (Exc): The VAT exclusive transaction amount.

• VAT: The VAT Component of the transaction.

• VAT%: The Percentage VAT applicable to the transaction.

• Total (Inc): The VAT inclusive transaction total.

• Menu (...): A submenu to Edit the transaction.

Fields Explained: General Ledger Account 

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

• ID: A system-generated overall number allocated to the transaction.

• Trans ID: A system-generated number allocated to the transaction.

• Status: Status of the transaction.

• Type: Code indicating the source Entry Type.

• Ledger ID: A system-generated ledger number allocated to the transaction.

• Doc No: The document number (e.g. Supplier Invoice Number).

• Date: The transaction date. 

• Period: The period to which the transaction was posted.

• Reference: The reference on the transaction.

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

• Dr Acc. No.: The account number of the account that was debited.

• Dr Account: The name of the account that was debited.

• Cr Acc. No.: The account number of the account that was credited.

• Cr Account: The name of the account that was credited.

• Due Date: The transaction's due date.

• Currency: The Currency in which the transaction was recorded.

• Allocated: The amount that is allocated (paid). 

• Outstanding: The amount that is not allocated.

• Debit: The transaction amount that was Debited to the account.

• Credit: The transaction amount that was Credited to the account.

• Balance: A running total of all the transactions in the account.

• Created by: The user who created the transaction.

• Created: The system date on which the transaction was created.

• Updated by: The user who last updated the transaction.

• Updated: The system date on which the transaction was updated.

Fields Explained: Customer and Supplier Accounts 

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

• ID: A system-generated overall number allocated to the transaction.

• Trans ID: A system-generated number allocated to the transaction.

• Status: The transaction's Status.

• Type: A code indicating the source Entry Type.

• Ledger ID: A system-generated ledger number allocated to the transaction.

• Doc No: The document number (e.g. Supplier Invoice Number).

• Date: The transaction date.

• Period: The period to which the transaction was posted.

• Statement: The Statement Date of the Bank Reconciliation (if applicable).

• Reference: The transaction's reference.

• Description: The transaction's description.

• Due Date: The transaction's due date.

• Currency: The Currency in which the transaction was recorded.

• Allocated: The amount that is allocated (paid). 

• Outstanding: The amount that is not allocated.

• Debit: The transaction amount that was debited to the account.

• Credit: The transaction amount that was credited to the account.

• Balance: A running total of all the transactions in the account.

• Created by: The user who created the transaction.

• Created: The system date on which the transaction was created.

• Updated by: The user who last updated the transaction.

• Updated: The system date on which the transaction was updated.