Overview 

In accounting, entries are fundamental records that capture all financial transactions within an organisation. Each entry affects at least two accounts by adhering to the double-entry accounting system.

Entries can contain details such as specific items bought, or totals.

These tutorials explain how to display the transaction totals and item details.

Navigation: Main Menu > Accounting > Ledger

How to Display Transaction Items 

1. Navigate to Main Menu > Accounting > Ledger.

2. Filter = Select Transaction Items.

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 on the calendar. 

4. Next to Entry Types, select All to view all the transactions, or select a specific Entry Type (e.g. Customer Invoices, Supplier Payments, General Expenses).

5. You might also be able to select a Customer, General Ledger or Supplier Account next to Account.

   • Note: Your choice of accounts depends on which Entry Type you choose.

6. Click View (button).

How to Display a List of Transactions

1. Navigate to Main Menu > Account > Ledger.

2. Filter = Select Transactions.

3. Choose the applicable dates:

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

   2. Select custom dates by selecting Dates from the calendar provided. 

4. Next to Entry Types, select All to view all the transactions, or select a specific Entry Type (e.g. Customer Invoices, Supplier Payments, General Expenses).

5. You might also be able to select a Customer, General Ledger or Supplier Account next to Account depending on the selected Entry Type.

6. Click View (button).

How to Apply Various Date Filters 

1. Display a list of transactions or transaction items.

2. Check any one of the three filters (radio buttons) below the date field: 

   • Transaction: Displays transactions containing the selected dates. 

   • Period: Displays transactions posted to the periods covered by those dates.

   • Created: Displays transactions created during those dates.

3. Click View (button) to apply the filters.

   • Note: You might not see a difference in the reports using these filters if the Transaction, Period and Created Dates were the same.

How to Filter Transaction Items by Status 

The statuses are filtered on the selected group. Select Reconcile for the Complete (final) status.

1. Display a list of transactions or transaction items.

2. Next to Status (on the right) select:

   1. Pending to only see transactions that are pending.

   2. Active to only see transactions that are active.

   3. Reconcile to only see transactions that are reconciled.

   4. Cancelled to see all cancelled transactions.

3. Click View (button) to apply the filters.

How to Filter Transaction Items by Currency 

1. Display a list of transactions or transaction items.

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

   • Note: If there is only one currency, this option will be unavailable.

3. Click View (button).

How to Display Paid Customer and Supplier Transactions 

1. Display a list of transactions or transaction items.

2. Select an entry type that involves customers or suppliers.

3. On the right, tick the block next to Allocated.

4. Click View (button).

How to Display Outstanding Customer and Supplier Transactions 

1. Display a list of transactions or transaction items.

2. Select an entry type that involves customers or suppliers.

3. On the right, tick the block next to Outstanding.

4. Click View (button).

How to Search for Transactions 

1. Display a list of transactions or transaction items.​

2. Search for a transaction by typing its Ledger ID in the smaller of the two blocks next to Reset (button), or

3. Search for a transaction using a reference, name, or description by typing it into the larger of the two blocks next to the Reset (button).

4. Click View (button).

How to Display Potential Trial Errors 

1. Navigate to the ledger.​

2. Select All from the Entry Type filter.

3. Select No Date next to Set.

4. On the right, tick the block next to Trial Errors.

5. Click View (button).

Output 

How to Print the List of Transaction Items

1. Display a list of transactions or transaction items.

2. Click Output (button) > and select one of these options:

   1. Print: Prints the report to the default printer.

   2. Print (Show Dialogue): Allows you to select a printer or a .pdf printer.

How to Preview Transaction Items

1. Display a list of transactions or transaction items.

2. Click Output (button) > Preview.

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

How to Email a List of Transaction Items

1. Display a list of transactions or transaction items.​

2. Click Menu (button) > Email Excel to email the list of Transaction Items in Excel format, or

3. Click Output (button) > Email to email the list of Transaction Items in PDF format.