Embedded Files
Overview
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.
The list of Transactions that pops up under the New (button) is grouped by Customer, Supplier and other Transactions for ease of navigation.
Navigation: Main Menu > Accounting > Ledger.
Table of Contents
Settings
Settings
The following settings are required to use the Ledger.
General Settings
General Settings
Navigation: Main Menu > Setup > Settings > General (tab).
Accounting > Password to edit read-only Transactions in Ledger.
Leave blank to remove this feature.
Service Manager > Category used for Accounting queries
Allows users to select a category from the dropdown list in the Value column (usually Accounts)
This category will be assigned when users create a service ticket from the Actions (button) in the Service Manager when viewing or creating a transaction.
Role Settings
Role Settings
Navigation: Main Menu > Setup > Settings > Roles (tab).
Access is needed for all the Transaction Types that post to the Ledger.
Access options include:
Access Denied: No access.
View - Rep only: A sales rep can only view their customers' transactions.
View - All: A user can only view all the transactions.
Edit - User only: A user can only edit transactions allocated to that user.
Edit - Rep only: A Sales Representative can only edit transactions for their Customers.
Edit - All: A user has full editing rights on all the accounts (transactions can be created and edited).
Edit & Delete: A user can create, edit and delete transactions.
Full Access: A user can create, edit, delete and change the status of all transactions.
Transaction Types are customised for each organisation. If a separate Transaction Type is created for every function, there will typically be the following Transaction Types:
Cash Transactions:
Cash-up Shortfall
Cash-up Surplus
Customers:
Customer Discounts
Customer Forex Gain
Customer Forex Loss
Customer Offset
Customer Overpayment
Customer Receipts
Customer Receipts - Debit Order
Customer Receipts - Forex 1
Customer Receipts - Forex 2
Customer Refunds
Transfer Customer Deposits
Suppliers:
Supplier Discounts
Supplier Forex Gain
Supplier Forex Loss
Supplier Offset
Supplier Overpayment
Supplier Payments
Supplier Payments - Forex 1
Supplier Payments - Forex 2
Supplier Refund
Other Transactions:
Expenses
General Journal
Other Income
Payroll - Expenses
Payroll - Payments
VAT Payment
VAT Refund
Periodic Transactions:
Periodic - Accrual to Inventory Finished Goods
Periodic - Accrual to Inventory Raws
Periodic - Accrual to Purchases Materials
Periodic - Accrual to Purchases Outsourced
Periodic - Inventory Gain
Periodic - Inventory Loss
Periodic - Inventory Raw to Finished Goods
Periodic - Inventory to Cost of Sales
Periodic - WIP Decrease
Periodic - WIP Increase
Transaction Settings
Transaction Settings
Navigation: Main Menu > Setup > Settings > Transactions (tab).
Accounting Group:
Click the checkbox in the Value column to Set Transaction Complete when allocated for the following transactions:
Customer Receipts (CR)
Customer Receipts - Forex 1 (CRFX1)
Supplier Payments (SP)
Supplier Payments - Forex 1 (SPFX1)
Transactions Group:
Click the checkbox in the Value column to give permission:
Customer Receipts (CR) > Enable 'Clear Overpayment' function in Ledger.
Supplier Payments (SP) > Enable 'Clear Overpayment' function in Ledger.
If permission is granted, a pending transaction will be created that writes off the overpayment (as opposed to leaving the balance on the account).
Customer Invoices (CI) > Enable 'Discount Outstanding' function in Ledger.
Supplier Invoices (COS) (SI-COS) > Enable 'Discount Outstanding' function in Ledger.
Supplier Invoices (EXP) (SI-EXP) > Enable 'Discount Outstanding' function in Ledger.
Supplier Invoices (INV) (SI-INV) > Enable 'Discount Outstanding' function in Ledger.
If permission is granted, a pending transaction will be created that writes off the outstanding balance on the invoice as discount.
Customer Receipts - Forex 2 (CRFX2) > Enable 'Record Foreign Exchange Gain' function in Ledger (optional).
Supplier Invoices (COS) (SI-COS) > Enable 'Record Foreign Exchange Gain' function in Ledger (optional).
Supplier Invoices (EXP) (SI-EXP) > Enable 'Record Foreign Exchange Gain' function in Ledger (optional).
Supplier Invoices (INV) (SI-INV) > Enable 'Record Foreign Exchange Gain' function in Ledger (optional).
Customer Invoices (CI) > Enable 'Record Foreign Exchange Gain' function in Ledger (optional).
Supplier Payments - Forex 2 (SPFX2) > Enable 'Record Foreign Exchange Gain' function in Ledger (optional).
If permission is granted, a pending transaction will be created that writes off the outstanding balance on an invoice as a foreign exchange gain or loss.
List View
List View
Buttons Explained
Buttons Explained
View: Generates a report based on the selected Data Filters.
New: Opens a dropdown list from which a Transaction Type can be selected to create a new transaction.
Click the button to create a new transaction using the same transaction type as most recently used.
Click the arrow on the new button for the dropdown list.
Output: Output PDF documents. Options include Print, Preview and Email.
Actions > Batch Update: Only available with Transaction Type (Items).
Department: Allows users to change the Department for all the selected transactions.
VAT: Allows users to change the VAT Type, Inclusive or Exclusive option, and VAT Percentage for all the selected transactions.
Menu:
Reset Data Filter
Open Recurring
Opens transactions that were set as recurring when they were created.
This feature allows users to quickly record transactions that recur.
Copy to New:
Select Date, Reference, Note (or a combination of them)
Applicable to recurring transactions. Duplicates the selected transaction.
Date Grouping: Option to group records only in Transaction Type (Items).
By Date
By Month
By Year
Relative
Export
Email Excel
Email Grid
Layout & Grids
Save
Save (All Users)
Restore Default (All Users)
Data Filters Explained
Data Filters Explained
Set: Sets a specific time frame such as Today, This Month, This Year, Fin Year etc.
← → : Adjusts the Date forwards or backwards based on the selected time frame.
Date: Filters the data for the period between the Start and End Date.
Radio Buttons: Allows users to sort the records by Transaction, Period or Created (Date).
These buttons only apply to Transaction Type (Items) and Transaction Type (Transactions).
When viewing Customer, Supplier, or General Ledger Accounts the sort order is by Period.
Filter: Dropdown list to select:
Transaction Type (Items): Displays a list of transaction items (detailed transactions).
Transactions Type (Transactions): Displays a list of 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.
Ledger Account: Displays all general ledger transactions chronologically. Includes opening and running balances.
Transaction: Allows users to view all or a specific Transaction Type.
This field is only available when Transaction Types 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 Transaction Types 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.
Checkboxes (Checkboxes are only available when viewing Transaction Types).
Reconciled:
When checked, only shows transactions that are reconciled.
Reconciled might be a transaction status rather than an indicator that the transaction was reconciled during a reconciliation process.
Not Reconciled:
When checked, only shows transactions that are not reconciled.
Reconciled might be a transaction status rather than an indicator that the transaction was reconciled during a reconciliation process.
Trial Errors:
When checked, it only shows transactions that do not have matching Debit and Credit entries.
Allocated:
Applies to Customer and Supplier transactions.
When checked, it only shows transactions that are allocated (e.g. payment allocated to an invoice).
Outstanding:
Applies to customer and supplier transactions.
When checked, it only shows transactions that have no allocations (e.g. unpaid invoices).
VAT.:
When checked only shows transactions where there is a VAT amount.
No VAT.:
When checked only shows transactions that have zero VAT.
Fields Explained: Transactions
Fields Explained: Transactions
Field Chooser (*): Allows users to add or remove columns.
ID: The system-generated overall number allocated to the transaction.
Status: The current Status of the transaction.
Type: A code indicating the source Transaction Type.
Trans No.: The system-generated transaction number allocated to the source document.
Bank ID: The Bank Import batch number.
VAT ID: The linked VAT Reconciliation ID (if the transactions have been added to a VAT Reconciliation).
From: The source document number that the transaction originated from (if applicable).
Date: The date on which the transaction was created or which the user selected as the Transaction Date.
Period: The Period for which the transaction was created.
Company: The name of the customer or supplier.
Acc No. : The Account Number of the customer or supplier.
Description: The user-provided Description.
Reference: An optional Reference typed in by the user.
Alloc CUR: The amount allocated in Foreign Currency.
Out CUR: The amount outstanding in Foreign Currency.
Alloc ZAR: The amount allocated in Local Currency.
Out ZAR: The amount outstanding in Foreign Currency.
Total (Exc): The transaction amount excluding VAT.
VAT: The VAT component of the transaction.
Total (Inc): The transaction amount including VAT.
Rep: The Sales Representative selected when the transaction was created.
Category: The Category chosen for the transaction.
R: A checkbox to indicate if the transaction is a recurring transaction.
OTE: (Override Trial Error) Checkbox that is ticked if the transaction was overwritten because of a Trial Balance Error.
Ticking the box prevents the transaction from being displayed when searching for Trial Balance Errors.
It should only be ticked when a debit and credit transaction have to be created separately.
A record of these transactions should be kept for audit purposes.
Updated by: The name of the User who updated the transaction.
Updated: The system-generated Date on which the transaction was updated.
✔: A checkbox to indicate if the transaction was Reconciled.
Currency: The Currency symbol used in the original transaction.
Total CUR: The Total Amount of the transaction in local currency.
User: Name of the User who created the transaction.
... : A submenu to:
Open Transaction: Opens the source transaction.
Delete Transaction: Deletes a pending transaction.
Open Customer/Supplier Summary: Opens the relevant summary with Detail, Account and Transaction details.
View linked Transactions: Opens a report on the right with all the linked transactions e.g. Sales Order.
View Audits: Displays a detailed record of who created and edited the transaction.
Fields Explained: Transaction Items
Fields Explained: Transaction Items
Field Chooser (*): Allows users to add or remove columns.
TransID: The system-generated overall number allocated to the transaction.
Status: The current Status of the transaction.
Type: Code indicating the source Transaction Type.
Trans No.: The system-generated Transaction Number allocated to the source document.
Bank ID: The Bank Import batch number.
From: The source document number that the transaction originated from (if applicable).
Date: The Date on which the transaction was created or which the user selected as the transaction date.
Company: The name of the customer or supplier.
Acc No. : The Account Number of the customer or supplier.
Category: The Category chosen for the transaction.
Department: The Department chosen for the transaction.
Description: The department's Description.
Reference: An optional Reference typed in by the user.
Updated by: Name of the User who updated the transaction.
Updated: The system-generated Date on which the transaction was updated.
ItemID: A system-generated number allocated to the item.
Item No.: A sequential number allocated to each item on the same source document.
Description: The user-provided Description when entering the transaction.
Dr. Category: The Category of the account that was Debited.
Dr. Account: The Account that was Debited.
Cr. Category: The Category of the account that was Credited.
Cr. Account: The Account that was Credited.
VAT Type: The VAT Type used on the source transaction.
VAT: Whether the source transaction was entered Exc or Inc VAT.
Total (exc): The transaction amount excluding VAT.
VAT: The amount of VAT on the transaction.
Total (inc): The transaction amount including VAT.
Dr. Acc No.: The Account number of the account Debited.
Cr. Acc No.: The Account Number of the account Credited.
VAT %: The percentage of VAT included in the transaction.
Cost Centre: The Cost Centre allocated to the transaction.
Expense Allocation: The Account to which the expense was allocated.
Allocated Total: The Total Amount of the transaction that was allocated.
Fields Explained: General Ledger Accounts
Fields Explained: General Ledger Accounts
Field Chooser (*): Allows users to add or remove columns.
Trans ID: A system-generated number allocated to the transaction.
Status: The Status of the transaction.
Type: A code indicating the source Transaction Type.
Bank ID: The Bank Import batch number.
Date: The Date on which the transaction was created or which the user selected as the transaction date.
Period: The Period for which the transaction was created.
Reference: An optional Reference typed in by the user.
Currency: The Currency in which the transaction was recorded.
Category: The Category chosen for the transaction.
From: The source document number that the transaction originated from (if applicable).
Description: The Description typed in by a user. The description shows the default if the user does not overtype it.
Item No.: A sequential number allocated to each item on the same source document.
Dr Acc. No.: The Account Number that was Debited.
Dr Account: The Account Name that was Debited.
Cr Acc. No.: The Account Number that was Credited.
Cr Account: The Account Name that was Credited.
Department: The Department chosen for the transaction.
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.
✔: A checkbox to indicate if the transaction was Reconciled.
Fields Explained: Customer and Supplier Accounts
Fields Explained: Customer and Supplier Accounts
Field Chooser (*): Allows users to add or remove columns.
Trans ID: A system-generated number allocated to the transaction.
Status: The Status of the transaction.
Type: Code indicating the source Transaction Type.
Trans No. : The source document's number.
Bank ID: The Bank Import batch number.
Date: The Date on which the transaction was created or which the user selected as the Transaction Date.
Period: The Period for which the transaction was created.
Reference: An optional Reference typed in by the user.
Currency: The Currency in which the transaction was recorded.
Category: The Category chosen for the transaction.
From: The source document number that the transaction originated from (if applicable).
Description: A Description typed in by a user. The description shows the default if the user does not overtype it.
Item No.: A sequential number allocated to each item on the same source document.
Allocated: The Amount allocated to an invoice.
Outstanding: The Amount that is still outstanding.
There are two allocated and outstanding columns: one for local and one for foreign currency. They are shown / hidden based on the selected Currency filter.
Department: The Department chosen for the transaction.
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.
✔: A checkbox to indicate if the transaction was Reconciled.
Edit View
Edit View
ℹ️ Information on Editing:
▶ When a Transaction only has one item, the amount and accounts can be edited in the transaction header.
▶ From the Menu (button) you can Enable Debit & Credit. When enabled, you are able to set the Debit/Credit Type as well as select any Account on the Debit and Credit side. This feature should ideally only be used in General Journal transactions.
▶ Transactions can be created directly in the Ledger or in separate Accounting modules. The source transactions created in separate modules (Customer Invoices, Customer Credit Notes, Supplier Invoices, Supplier Debit Notes) should not be edited in the Ledger, but transactions affecting them can (e.g. allocating a Customer Receipt).
Buttons Explained: General Transactions
Buttons Explained: General Transactions
Status Bar: Allows users to change the status of the transaction.
Options include Pending (editable), Complete (read-only), Cancelled (deleted)
⬆ ⬇: Arrow keys to scroll to the next or previous transaction.
Recent: Shows the most recent transactions created in the same session.
Output: Output PDF documents. Options include Print, Preview, and Email.
Links: Links to any source documents used to create the transaction (will also link to the document currently on screen).
New:
Click the button to create another transaction of the same type.
Click the arrow on the button to open a dropdown list from which a Transaction Type can be selected to create a new transaction.
Delete: Deletes the current transaction (if it is in Pending status).
Save: Saves or refreshes the current transaction.
If the transaction is complete (all the necessary fields filled in), clicking Save will change the transaction's status to Complete.
Done:
If enabled, it posts the transaction to the Ledger. (Sets the Status to Complete.)
If not enabled, it will return an error message: Users can set the Status to Complete manually.
Actions:
Update the 'From' Transaction: Allows users to update the source transaction. This feature is mainly applicable to automatically created entries like Discount or Forex Gains/Losses that originate on a different transaction.
Update the Transaction Type: Change the Transaction Type being used to create the transaction.
Create/Update a Service Ticket: Create or update a Service Ticket.
Edit Transaction (Password Required): Allows users to edit read-only transactions once a password has been set up.
Copy to Expenses: Creates a Pending copy of the transaction in the Expenses transaction type.
Menu:
Open Transaction in Module: Applicable to transactions that are entered outside of the Ledger (e.g. in the Supplier Invoice module). Used to make changes to a Transaction in the module which posts to the Ledger.
Enable Debit & Credit: Allows users to select both the Debit and Credit Accounts.
View Entity Summary: Opens a display with a summary of the Entity linked to the transaction.
View linked Transactions: Opens a display on the right with a list of linked transactions, including the current transaction.
View Audits: Displays a detailed record of who created and edited the transaction.
Layout & Grids:
Save
Save (All Users)
Restore Default (All Users)
Info (symbol): Information block that provides details on the transactions and explains why a transaction cannot be edited.
Processing
Trial: Shows the transactions in a Trial Balance format.
Add Item: Allows users to add more items to split a transaction over multiple accounts.
Fields Explained: General Transactions
Fields Explained: General Transactions
Header: Expenses
Trans No.: A system-generated ledger number.
Date: The Date of the transaction.
Period: The Period of the transaction.
The Date and Period might not match if a period-close was performed.
Expenses (Dr): The name of the Account that should be Debited.
Bank (Cr): The name of the Account that should be Credited.
Amount: The transaction Amount.
VAT: The VAT Type that should be selected for the transaction.
Inc.: A dropdown list to choose whether the amount includes VAT (Inc) or excludes VAT (Exc).
Reference: The user-typed Reference.
Note: The user-typed Note.
Reconcile: A checkbox to indicate if the transaction was Reconciled or to mark the transaction as reconciled.
Recurring: A checkbox to indicate if the transaction is on the list of Recurring transactions or to add the transaction to the list.
Header: Other Transactions
Trans No.: A system-generated ledger number.
Date: The Date of the transaction.
Period: The Period of the transaction.
The Date and Period might not match if a period-close was performed.
Reference: The user-typed Reference.
Note: The user-typed Note.
Reconcile: A checkbox to indicate if the transaction was Reconciled or to mark the transaction as reconciled.
Recurring: A checkbox to indicate if the transaction is on the list of Recurring transactions or to add the transaction to the list.
Columns
ℹ️ Not all columns are available for every Transaction Type.
Field Chooser (*): Allows users to add or remove columns.
ID: The system-generated transaction number.
Description: The Description typed in by a user. The description shows the default if the user does not overtype it.
Dr Category: The Category to which the account that was Debited belongs.
Expense Allocation: Allows users to allocate an Expense to a Work Order or Sales Order.
Debit: The Account that was Debited for the line item.
Cr Category: The Category to which the account that was Credited belongs.
Credit: The Account that was Credited for the line item.
Cost Centre: A dropdown list from which a Cost Centre can be chosen.
Department: A dropdown list from which a Department can be chosen.
VAT Type: The VAT Type that was selected for the line item.
VAT %: The VAT percentage applicable to this transaction.
VAT: A dropdown list to choose whether the amount includes VAT (Inc) or excludes VAT (Exc).
Total ZAR: The line item's VAT Exclusive Amount in Local Currency.
Total ZAR (inc): The line item's VAT Inclusive Amount.
Total ZAR (exc): The line item's VAT Exclusive Amount in Local Currency.
Allocated Total: The amount of Expenses that were allocated.
VAT: The Amount of VAT applicable to the line item.
Total (inc): The line item's VAT Inclusive Amount.
... : Click the cross to delete the line item (if the transaction is still Pending).
Buttons Explained: Customer and Supplier Transactions
Buttons Explained: Customer and Supplier Transactions
Status Bar: Allows users to change the Status of the transaction.
Options include Pending (editable), Complete (read-only), Cancelled (deleted)
⬆ ⬇: Arrow keys to scroll to the next or previous transaction.
Recent: Shows the most recent transactions created in the same session.
Output: Output PDF documents. Options include Print, Preview, and Email.
Links: Links to any source documents used to create the transaction (will also link to the document currently on screen).
New:
Click the button to create another transaction of the same type.
Click the arrow on the button to open a dropdown list from which a Transaction Type can be selected to create a new transaction.
Delete: Deletes the current transaction (if it is in Pending status).
Save: Saves or refreshes the current transaction.
If the transaction is complete (all the necessary fields filled in), clicking Save (button) will change the transaction's status to Complete.
The Save (button) is greyed out if there are no changes to save: Change the Status manually, then click Save (button).
Done:
If enabled, it posts the transaction to the Ledger. (Sets the Status to Complete.)
If not enabled, it will return an error message: Users can set the Status to Complete manually.
Actions:
Update the 'From' Transaction: Allows users to update the source transaction. This feature is mainly applicable to automatically created entries like Discount or Forex Gains/Losses that originate on a different transaction.
Update the Transaction Type: Change the Transaction Type being used to create the transaction.
Update from Supplier Payment:
Only appears when processing a Ledger Supplier Payment.
Updates the transaction that was created using the Supplier Payment module. The fields are prefilled. Users only need this button if they change the transaction and want to revert to the original supplier payment.
Create/Update a Service Ticket: Create or update a Service Ticket.
Edit Transaction (Password Required): Allows users to edit read-only transactions once a password has been set up.
Copy to Expenses: Creates a Pending copy of the transaction in Expenses transaction type.
Menu:
Open Transaction in Module: Applicable to transactions that are entered outside of the Ledger (e.g. in the Supplier Invoice module). Used to make changes to a Transaction in the module which posts to the Ledger.
Find Customer/Supplier: A lookup field to find the customer or supplier using a source document or account number. Once found, the customer or supplier's name will automatically be filled in the Customer/Supplier field.
Enable Debit & Credit: Allows users to select both the Debit and Credit Accounts.
View Customer/Supplier Summary: View a Summary of the customer or supplier's transactions.
View Entity Summary: Opens a display with a summary of the Entity linked to the transaction.
View linked Transactions: Opens a display on the right with a list of linked transactions, including the current transaction.
View Audits: Displays a detailed record of who created and edited the transaction.
Email Excel: Opens an email with the current item as an attachment in .xlsx format.
Export Grid: Opens a file browser for you to save the current item in .xlsx format on your server.
Layout & Grids:
Save
Save (All Users)
Restore Default (All Users)
Info (symbol): Information block that provides details on the transactions and explains why a transaction cannot be edited.
Processing Block
Trial: Click to view the transaction in a Trial Balance format.
Add Item: Add another line item. Used when a transaction is split across multiple accounts.
Allocation Block
Clear: Clears all the allocated transactions.
Outstanding Block
Menu:
Clear Overpayment: Allows users to write off an Overpayment. The system creates a Pending transaction to a specified account.
Clear Selection: Resets the checkboxes that were clicked.
Select:
Allows users to click the button to manually select invoices (click the checkboxes).
Allows users to filter outstanding transactions by clicking the arrow on the Select (button). Options are:
Outstanding: All outstanding invoices.
30 days +: Excludes current invoices.
60 days +: Excludes current and 30-day invoices.
Allocate: Click the button to auto-allocate invoices (if none are selected) or to allocate the selected invoices.
Footer:
From: Prefills the source document that was used to create the transaction (e.g. discount transactions).
Bank ID: Prefills the batch number if the transaction was created using a Bank Import.
Updated: User who last updated the transaction.
Date and Time: Date and Time of the last update (in the server's time zone).
Currency: The Currency of the current transaction.
Rate: The Rate of Exchange.
Fields Explained: Customer and Supplier Transactions
Fields Explained: Customer and Supplier Transactions
Trans No.: A system-generated ledger number.
Date: The Date of the transaction.
Period: The Period of the transaction.
The Date and Period might not match if a period-close was performed.
Customer / Supplier: The name of the customer or supplier.
Bank: The name of the Bank Account where applicable (e.g. for Customer Receipts and Supplier Payments).
The bank field will change depending on the transaction.
Amount: The transaction Amount.
VAT: The VAT Type that should be selected for the transaction.
Inc.: A dropdown list to choose whether the amount includes VAT (Inc) or excludes VAT (Exc).
Reference: The user-typed Reference.
Note: The user-typed Note.
Reconcile: A checkbox to indicate if the transaction was Reconciled or to mark the transaction as reconciled.
Recurring: A checkbox to indicate if the transaction is on the list of Recurring transactions or to add the transaction to the list.
Columns
Field Chooser (*): Allows users to add or remove columns.
ID: The system-generated transaction number.
Description: The Description typed in by a user. The description shows default if the user does not overtype it.
Dr Category: The Category to which the account that was debited belongs.
Expense Allocation: Allows users to allocate an Expense to a Work Order or Sales Order.
Debit: The Account that was Debited for the line item.
Cr Category: The Category to which the account that was Credited belongs.
Credit: The Account that was Credited for the line item.
Cost Centre: A dropdown list from which a Cost Centre can be chosen.
Department: A dropdown list from which a Department can be chosen.
VAT Type: The VAT Type that was selected for the line item.
VAT %: The VAT percentage applicable to this transaction.
VAT: A dropdown list to choose whether the amount includes VAT (Inc) or excludes VAT (Exc).
Total ZAR: The line item's VAT Exclusive Amount in Local Currency.
Total ZAR (inc): The line item's VAT Inclusive Amount.
Total (exc): The line item's VAT Exclusive Amount.
Allocated Total: The amount of Expenses that were allocated.
VAT: The amount of VAT applicable to the line item.
Total (inc): The line item's VAT Inclusive Amount.
... : Click the cross to delete the line item (if the transaction is still Pending).
Allocation Block
Trans: A code that indicates the Transaction Type of the allocated transaction.
No.: The number of the source document (e.g. invoice number)
Date: The Date of the allocated transaction.
Reference: The Reference typed into the allocated transaction.
Total: The Total Amount due on the source document.
Allocated: The Amount that was allocated.
... A submenu allowing users to:
Open Transaction: View the source document.
Delete Allocation: Clear only the allocation for that line.
Outstanding Block
Trans: A code that indicates the Transaction Type of the allocated transaction.
No.: The number of the source document (e.g. invoice number)
Date: The Date of the allocated transaction.
Reference: The Reference typed into the source document.
Total: The Total Amount due on the source document.
Outstanding: The Amount that is outstanding.
Allocate:
Click the button to auto-allocate the invoices, or to allocate the selected (ticked) invoices.
Once allocated the amount (in the header) will pre-fill to match the transaction value.
Users may overtype the amount allocated to change it (e.g. if discount applies).
Checkbox: To select outstanding items to allocate.
... : A submenu allowing users to:
Discount Transaction: Write the remaining balance off as a discount paid or received.
If clicked, a pop-up appears requesting confirmation: Discount the outstanding?
Discount can be entered regardless of the status of the transaction.
The discount transaction will remain in a Pending state until it is marked complete. The transaction can be accessed from Links (button).
Open Transaction: Open the source transaction.
Footer:
From: Prefills the source document that was used to create the transaction (e.g. discount transactions).
Bank ID: Prefills the batch number if the transaction was created using a Bank Import.
Updated: User who last updated the transaction.
Date and Time: Date and Time of the last update (in the server's time zone).
Currency: The Currency of the current transaction.
Rate: The Rate of Exchange.
⚠️ All transactions should have a Debit and Credit entry. However, in QuickEasy BOS Enterprise it is possible for someone to create or edit a transaction and leave it in an incomplete state. When this happens a Red Warning Bar will appear on the top of the transaction warning of Trial Errors.
Output Templates
Output Templates
The available Data Pipelines include:
Lgr_Rec/Lgr_All - Transaction View / Detailed Ledger View - Depends on the selected View.
Lgr_Items - Transaction Items
Lgr_Allocation - The Allocated Transactions
Lgr_Filters - The Filter parameters
Entity - Lgr_BusEntity
Warnings
Warnings
Warnings are customised per organisation. Typically, the following warnings are displayed in a red bar at the top of the Editing View:
The Bank Currency does not match the Transaction Currency.
Bank is not linked to the same Entity as the Transaction.
The Customer Currency does not match the Transaction Currency - Foreign Gain/Loss transactions are excluded.
The Supplier Currency does not match the Transaction Currency - Foreign Gain/Loss transactions are excluded.
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