Ledger Management - General Ledger Accounts

Viewing Ledger Accounts & Transactions

How to View a Ledger Account

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select the dates by either choosing a pre-set view in the Set (bar), or choose specific dates in the Date (bar).

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

4. To filter on specific customers, locate the Account (bar), then select the desired Ledger Account.

5. Click View (button).

ℹ️ The Ledger Account report shows all the Debit and Credit entries for a particular Ledger Account. Most of the search and filter options will be greyed out. Using Search Fields that are not greyed out will switch the interface to Transaction View.  

How to View General Ledger Transactions

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select the dates by either choosing a pre-set view in the Set (bar), or choose specific dates in the Date (bar).

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

4. Locate the Transaction (bar), then select a Transaction Type linked with the Ledger (e.g. Expenses, Other Income, General Journal).

5. Click View (button).

How to View General Ledger Transactions in Detail

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select the dates by either choosing a pre-set view in the Set (bar), or choose specific dates in the Date (bar).

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

4. Locate the Transaction (bar), then select a Transaction Type linked with the Ledger (e.g. Expenses, Other Income, General Journal).

5. Click View (button).

Creating General Ledger Transactions

How to Enter Expenses

1. Navigate to  Main Menu > Accounting > Ledger.

2. Click the arrow on the New (button) > Expense (EXP).

3. Enter the appropriate Date and Period.

4. Navigate to Expense (Dr) (bar) > Select the appropriate Account.

5. Navigate to Bank (Cr) (bar) > Select the appropriate Bank.

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

6. Navigate to Amount (bar) and enter the Amount paid.

• Note: Select Trial (button) to see how items will be Debited and Credited.

7. (Optional) Enter a Reference and Note.

8. Change the Status of the transaction to Complete.

9. Click Save (button).

ℹ️ Although the entry is named Expenses you can also use this procedure when buying assets.

How to Create Other Income Transactions

1. Navigate to  Main Menu > Accounting > Ledger.

2. Click the arrow on the New (button) > Other Income (INC).

3. Enter the appropriate Date and Period.

4. Navigate to Bank (Dr) (bar) > Select the appropriate Bank.

5. Navigate to Other Income (Cr) (bar) > Select the appropriate Account.

6. Navigate to Amount (bar) and enter the Amount paid.

7. (Optional) Enter a Reference and Note.

8. Change the Status of the transaction to Complete.

9. Click Save (button).

How to Create General Journal Entries

1. Navigate to  Main Menu > Accounting > Ledger.

2. Click the arrow on the New (button) > General Journal (GJ).

3. Enter the appropriate Date and Period.

4. Navigate to Debit (column) > Select the appropriate Account.

5. Navigate to Credit (column) > Select the appropriate Account.

6. Navigate to Amount (bar) and enter the Amount.

7. (Optional) Enter a Reference and Note.

8. Change the Status of the transaction to Complete.

9. Click Save (button).

How to Set Up Recurring Transactions

1. Create a Transaction you wish to reoccur. 

2. Click the Recurring (checkbox) when the transaction is still in a Pending status.

3. Click Save (button).

   • Note: You can also edit existing entries and make them recurring.

How to Create Recurring Transactions

1. Navigate to Main Menu > Accounting > Ledger.

2. Select Menu (button) > Open Recurring.

3. Click a transaction and click the Copy (icon) to open a pre-filled entry in the ledger.

4. Change the Date and Period to the current month.

5. Change the Status to Complete.

6. Click Save (button).

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

How to Print Ledger Accounts or Transactions

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

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

3. Select Detailed Ledger or Transactions from the dropdown list.

How to View a Clean Copy of a Ledger Account or Transactions

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

2. Click Preview to display the Transaction Items or Account on the screen.

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

How to Email a Ledger Account or Transactions

1. Click Menu (button) > Email Excel to email the list of Transactions in Excel format, or

2. Click Output (button) > Email > Detailed Ledger to email the Ledger account in PDF format. 

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

Related Topics

• References: Ledger