Ledger Management Tutorials

How to Filter Ledger by Transaction

1. Navigate to Filter (bar) > select Transaction Type (Transactions).

2. Select View (button) to display transactions.

3. To filter on specific transactions, located the Transaction (bar) underneath the Filter bar, then select the desired transaction type.

4. To filter specific transactions by their respective supplier or customer, locate the Supplier/Customer (bar) underneath the Transaction bar, and select the desired customer or supplier.

• Note:  Transactions can be opened in the ledger by right clicking on the desired transaction > Open Transaction

How to Filter Ledger by Item

1. Navigate to Filter (bar) > select Transaction Type (Items).

2. Select View (button) to display items.

3. To filter on specific transactions, located the Transaction (bar) underneath the Filter bar, then select the desired transaction type.

4. To filter specific transactions by their respective supplier or customer, locate the Supplier/Customer (bar) underneath the Transaction bar, then select the desired customer or supplier.

Ledger Management - Customers

How to Filter Ledger by Customers

1. Navigate to Filter (bar) > select Customer Account.

2. Select the Account (bar) > desired customer account.

3. Select View (button) to display items.

How to Allocate Customer Receipts

1. Click New (button) > Customer Transactions > Customer Receipts (CR).

2. Navigate to Customer (bar) > select the appropriate customer.

3. Navigate to Bank (bar) > select the appropriate bank.

4. Navigate to Amount (bar) and enter the amount received.

• Note: The VAT status of the payment can be edited next to the Amount (field).

5. Select Allocate (button) in the Outstanding (section).

• Note: By clicking the Save (button), unallocated customer payments will appear in the Outstanding (section).

How to Allocate Customer Discounts

1. Click New (button) >  Customer Transactions  > Customer Discounts (CD).

2. Navigate to Customer (bar) > select the appropriate customer.

3. Navigate to Amount (bar) and enter the amount Discount.

4. Select Allocate (button) in the outstanding section.

• Note: Discounts can be applied to specific transactions by selecting the checkbox in the transaction row within the Outstanding (section).

How to Allocate Customer Overpayments

1. Click New (button) > Customer Transactions > Customer Overpayment (COP).

2. Navigate to Customer (bar) > select the appropriate customer.

3. Navigate to Amount (bar) and enter the amount overpaid.

4. Select Allocate (button) in the outstanding section.

How to Allocate Customer Refunds

1. Click New (button) >  Customer Transactions  > Customer Refund (CF).

2. Navigate to Customer (bar) > select the appropriate customer.

3. Select the Bank (bar) > desired bank account.

4. Navigate to Amount (bar) and enter the amount overpaid.

5. Select Allocate (button) in the outstanding section.

Ledger Management - Suppliers

How to Filter Ledger by Suppliers

1. Navigate to Filter (bar) > select Supplier Account.

2. Select the Account (bar) > desired supplier account.

3. Select View (button) to display items.

How to Allocate Supplier Payments

1. Click New (button) > Supplier Transactions > Supplier Payments (SP).

2. Navigate to Supplier (bar) > select the appropriate supplier.

3. Navigate to Bank (bar) > select the appropriate bank.

4. Navigate to Amount (bar) and enter the amount paid.

• Note: The VAT status of the payment can be edited next to the Amount (bar).

5. Select Allocate (button) in the Outstanding (section).

• Note: By clicking the Save (button), unallocated customer payments will appear in the Outstanding (section).

How to Account for Supplier Discounts

1. Click New (button) >  Supplier Transactions  > Supplier Discounts (SD).

2. Navigate to Supplier (bar) > select the appropriate supplier.

3. Navigate to Amount (bar) and enter the amount discounted.

4. Select Allocate (button) in the outstanding section.

• Note: Discounts can be applied to specific transactions by selecting the checkbox in the transaction row within the Outstanding (section).

How to Account for Supplier Overpayments

1. Click New (button) >  Supplier Transactions  > Supplier Overpayment (SOP).

2. Navigate to Supplier (bar) > select the appropriate supplier.

3. Navigate to Amount (bar) and enter the amount overpaid.

4. Select Allocate (button) in the outstanding section.

How to Allocate Supplier Refunds

1. Click New (button) >  Supplier Transactions  > Supplier Refund (SF).

2. Navigate to Supplier (bar) > select the appropriate supplier.

3. Select the Bank (bar) > desired bank account.

4. Navigate to Amount (bar) and enter the amount overpaid.

5. Select Allocate (button) in the outstanding section.

How to Filter Ledger by Accounts

1. Navigate to Filter (bar) > select Ledger Account.

2. Select the Account (bar) > desired ledger account.

3. Select View (button) to display items.

How to Update Read-Only Transactions

1. Locate the transaction in the ledger.

2. Open the transaction.

3. Locate the status bar at the top left, underneath the module name.

4. Select the drop down menu next to the status and change the status to Pending.

5. Select Clear (button) located above the bottom left grid to clear any allocated amounts.

• Note: Transactions can be opened in their respective module by Select Menu (button) > Open Transaction in Module.

Ledger Management - Trial Errors

Locating Trial Errors

1. Filter on Transaction Type (Transactions)  

2. Select Trial Errors (check box) located to the right of the Filter (bar).

3. Use the Transaction (bar) to search for errors in any specific transaction type

4. Select View (button)

Solving Trial Errors

1. Open every entry and complete it (fill in the missing information so that it has a matching debit and credit). 

   • Note: You can ignore entries with a zero balance. 

   • Note: If there are two entries which contain a single debit or credit that match each other, selecting Override Trial Balance error will remove the entries from the list of Trial Errors.

How to Create Payroll Transactions

How to Create Payroll Payments

1. Click New (button) > Payroll Payments - (PR-PMT).

2. Navigate to Bank (bar) > select the appropriate bank.

3. Enter the Amount to be expensed.

4. Click Done (button) to complete the expense.

• Note: Payroll Payments move payments from Assets - Banks to Liabilities - Accrual.

How to Create Payroll Expenses

1. Click New (button) > Payroll Expenses - (PR-EXP).

2. Navigate to Expense (bar) > select the appropriate account.

3. Enter the Amount to be expensed.

4. Click Done (button) to complete the expense.

• Note: Payroll Expenses move payments from Liabilities - Accrual to Expense - Salaries.

How to Capture an Expense

1. Click New (button) > Expense (EXP).

2. Navigate to 'Expense (Dr)' (bar) > select the appropriate account.

3. Navigate to 'Bank (Cr)' (bar) > select the appropriate bank.

• Note: The VAT status of the payment can be edited next to the Amount (bar).

4. Select Done (button) to complete the transaction.

How to Create Forex Transactions

See Foreign Currency Transacting.

Output Ledger Entries

1. Select the desired Filter (bar), Transaction (bar), Account (bar).

2. Click View (button).

3. The displayed list of Items or Transactions will be output.

4. Select Output (button) > Email > Detailed Ledger or Transaction View.

Related Topics

• Reference: Ledger