Overview

A General Ledger is the primary accounting record for an organisation. Each transaction is posted to the General Ledger, which is then used to generate financial statements such as the Statement of Financial Position and the Statement of Profit or Loss.

These tutorials explain how to view General Ledger Accounts and transactions in the Ledger. They also explain how to create General Expenses, General Journals, and General Income. 

Navigation: Main Menu > Accounting > Ledger

How to Display a General Ledger Account

The General Ledger shows all the debit and credit entries for a particular account. Most of the search and filter options are greyed out. Using search fields that are not greyed out switches the interface to Transaction View. 

1. Navigate to Main Menu > Accounting > Ledger.

2. Filter = Select General Ledger Account.

3. Choose the dates you want to view:

   • Select a date range from the dropdown list next to Set, or 

   • Select custom dates by selecting dates from the calendar provided. 

4. Select a General Ledger from the dropdown list next to General Ledger.

   • Note: You must choose a General Ledger Account, if you select All you are prompted to select an Account.

5. Click View (button).

How to Display General Ledger Transactions

1. Navigate to the ledger.

2. Filter = Select Transactions.

3. Next to Entry Type, select any of the entry types that were created for General Ledger transactions (e.g. General Expenses, General Income, General Journal).

4. Click View (button).

How to Display General Ledger Transactions in Detail

Transaction Items are more relevant to customer and supplier transactions. Generally, there is no difference between Transactions and Transaction Items when viewing General Ledger Entries.

1. Navigate to the ledger.

2. Filter = Select Transaction Items.

3. Next to Entry Type select any of the Entry Types that were created for General Ledger transactions (e.g. General Expenses, General Income, General Journal).

4. Click View (button).

How to Filter a General Ledger Account by Currency

1. Navigate to the ledger.

2. If you use multiple currencies, select a Currency from the dropdown list next to Currency.

   • Note: If there is only one currency, the selection will revert to that one currency.

3. Click View (button).

How to Enter General Expenses

Although the Entry Type is named General Expenses you can also use this procedure when buying assets.

1. Navigate to the Ledger.

2. Click New (button) > General Expenses.

3. Enter the Date and Period.  

4. Select an Expense Account next to Dr. General Ledger.

5. Select a Bank Account from which the Expense was paid next to Cr. Bank.

6. Enter the amount next to Total (Inc) and select the appropriate VAT option.

7. Enter the Reference and Note in the blocks provided.

8. Click View (button) > Items to see how the entry will be posted.

9. Click Done (button).

   • Note: You can also enter General Expenses when doing Bank Imports.

How to Manually Create General Income

1. Navigate to the Ledger.

2. Click New (button) > General Income.

3. Enter the Date and Period.   

4. Select a Bank Account into which the income was deposited next to Dr. Bank.

5. Select an Income Account next to Cr. Account.

   • Note: You could also select an Expense Account to credit in the case of reimbursements.

6. Enter the amount next to Total (Inc) and select the appropriate VAT option.

7. Enter the Reference and Note in the blocks provided.

8. Click View (button) > Items to see how the entry will be posted.

9. Click Done (button).

   • Note: You can also enter General Income when doing Bank Imports.

How to Create General Journal Entries

1. Navigate to the Ledger.

2. Click New (button) > General Journal.

3. Enter the Date and Period.   

4. Select an account to Debit next to Dr. Account.

5. Select an account to Credit next to Cr. Account.

6. Enter the amount next to Total (Inc) and select the appropriate VAT option.

7. Enter the Reference and Note in the blocks provided.

8. Click View (button) > Items to see how the entry will be posted.

9. Click Done (button).

How to Set Recurring Transactions

Recurring entries are ideal for transactions like Bank Charges, Payroll Expenses, and Depreciation.

1. Create or edit a General Expense, General Income, or General Journal entry. 

2. On the right, tick the block next to Recurring.

3. Click Done (button).

How to Create Recurring Transactions

1. Navigate to the Ledger.

2. Click Menu > Open Recurring Transactions.

3. Right click a transaction and select Copy to Ledger to open a pre-filled entry in the Ledger.

4. Change the Date and Amount (if necessary).

5. Press Done (button).

   • Note: if you copy the transaction and then delete it, it also deletes the recurring transaction. To create a recurring transaction again, go to the previous month's transaction, edit it, and tick the recurring block. 

How to Print a General Ledger Account

1. Display a Ledger account.

2. Click Output (button) to display a dropdown list.

3. Click Print to print the report to the default printer or click Print (Show Dialogue) to select a printer, for example, a .pdf printer.

How to View a Clean Copy of a General Ledger Account

1. Display a Ledger account.

2. Click Output (button) > Preview to display the General Ledger Account on the screen.

   1. • Note: You can click the printer (icon) to print the list to a printer of your choice, including PDF.

How to Email a General Ledger Account

1. Display a Ledger account.

2. Click Menu (button) > Email Excel to email the General Ledger Account in Excel format, or

3. Click Output (button) > Email to email the General Ledger Account in PDF format.