The Ledger provides an interface where you can view and update all your Accounting Transactions. Transactions can be viewed at a Header level, Item level or in a Detailed Ledger format with balance.

Trial Balance out of balance? Simply clear your date filter, check the Trial Errors check-box and you will instantly know which transactions are the culprits.

Discover Ledger

• Get Started
• Ledger Interface
• Ledger Transactions

Get Started

The Ledger module is a fixed module that needs to be added to the Main Menu or/and to the Tile menu using Main Menu > Setup > Menu Manager.

User Access needs to be granted in Main Menu > Setup > Settings > Users > Accounting Group > Ledger - Access Allowed.

• None - No access to the Ledger module, the Ledger module will be hidden from the User.
• All - Full access to the Ledger Module.
• Trans Types only - This will allow the User to only view Transaction Types in the Ledger module.
• Trans Types + Cus Accounts - This will allow the User to only view Transaction Types and Customer Accounts in the Ledger module.
• Trans Types + Sup Accounts - This will allow the User to only view Transaction Types and Supplier Accounts in the Ledger module.
• Trans Types + Cus Accounts + Sup Accounts - This will allow the User to only view Transaction Types with both Customer and Supplier Accounts in the Ledger module.

For more about User Settings, click here.

Ledger Interface

Navigation

Main Menu > Accounting > Ledger

1. Display - This shows your active filters set in the Data filter.
2. Search Field - The Search field allows you to enter any ID code or description of a record you wish to find, click View or press Enter to initiate the search.
3. Date Filter - This allows you to filter the records by date. You can use the arrows to toggle between dates.
4. Period - When it is checked, the date filter searches on the Period Date. By default this is unchecked. View Accounting Setups for more about Periods.
5. Filter - The Filter field allows you to filter between Transaction Types and various Accounts:
   • Transaction Type (Item) - This will populate the Ledger's data grid with Transactions on an Item level.

When the Filter is set to view Transaction Type (Item), then you are able to select a Transaction Type from the Trans Type Filter (6). Once you've selected a Trans Type the Account Filter (7) below will become available allowing you to select a specific Customer or Supplier, depending on the Trans Type selected.

The Transaction Type (Item) view will display fields unique to the Trans Type in the data grid. See image below:

a. Transactions - The Transaction column displays the following fields:

• Status - This indicates the Status of the Transaction.
• Type - This indicates the Type of Transaction.
• Trans No. - This indicates the Transaction number.
• From - This shows from where the Transaction is created.
• Date - This indicates the date when the Transaction was created.
• Company - This shows the Company linked to the Transaction.
• Acc No. - This shows the linked Company's Account number.
• Description - This displays the Transaction's description.
• Reference - This displays the Ledger Transaction's reference.

b. Items - The Items column displays the following fields:

• Item No. - This indicates the Item number.
• Description - This indicates the Item's description.
• Dr. Category - This indicates the Item's Debit Category.
• Dr. Account - This indicates the Item's Debit Account.
• Dr. Acc No. - This indicates the Item's Debit Account number.
• Cr. Category - This indicates the Item's Credit Category.
• Cr. Account - This indicates the Item's Credit Account.
• Cr. Acc No. - This indicates the Item's Credit Account number.
• VAT Type - This indicates the VAT Type that applies to the Item.
• VAT - This specifies if the VAT is included or excluded.
• Total (exc) - This indicates the Total amount excluding VAT.
• VAT - This indicates the amount of VAT calculated from the Total (exc) field.
• Total (inc) - This indicates the Total amount including VAT.
• Transaction Type (Transactions) - This will populate the Ledger's data grid with Transactions on a Transaction level.

When the Filter is set to view Transaction Type (Transactions), then you are able to select a Transaction Type from the Trans Type Filter (6). Once you've selected a Trans Type the Account Filter (7) below will become available allowing you to select a specific Customer or Supplier, depending on the Trans Type selected.

The Transactions Type (Transactions) view displays similar fields to the Transactions Type (Items) view's Transaction column (a) above, however there are a few unique fields. See image below:

• Period - This indicates the Period linked to the Transaction.
• Allocated - This shows the amount allocated to the Transaction.
• Outstanding - This shows the amount still outstanding for the Transaction.
• Check-mark - When the Ledger Transaction is approved it can be signed off by checking the check-box. This will move the Transaction to the bottom of the data grid.
• Customer Account - This will populate the Ledger's data grid with all the Transactions linked to the selected Customer Account. When you select an Account in the Filter field (5), the Account Filter field (7) will be enabled. Before clicking View, first select a Customer Account from the Account Filter (7).
• Supplier Account - This will populate the Ledger's data grid with all the Transactions linked to the selected Supplier Account. Before clicking View, first select a Supplier Account from the Account Filter (7).
• General Ledger Account - This will populate the Ledger's data grid with all the Transactions linked to the selected General Ledger Account. Before clicking View, first select a General Ledger Account from the Account Filter (7).

The Customer, Supplier and General Ledger Account data grid, shows different data than the Transactions Types data grid. See image below:

A. Opening Balance - When viewing a detailed Ledger, an Opening Balance will be displayed for the Account.

B. Ledger transactions - This section displays the Transactions against the Account.

• Allocated - This shows the values that have been allocated for this Account.
• Outstanding - This shows the outstanding balances.
• Debit - This shows what has debited the account.
• Credit - This shows what has been credited.
• Balance - This shows the balance for the transaction.
• A Currency field (hidden by default) is available in the Field Chooser for the Customer/Supplier/Ledger Detailed Views to indicate the Currency in which the Transaction was made. The Values in the detailed Ledger will Always be local Currency.

6. Trans Type - This allows you to filter the data displayed in the data grid by Transaction Type. This field will populate with Transactions Types unique tot the selected Filter (5).

7. Account - This allows you to filter the data displayed in the data grid by Accounts. This field will populate with Accounts unique tot the selected Transaction Type (5).

8. Additional Filters - Check these boxes tho filter the records show in the data grid.

• Reconciled and Not Reconciled
• Allocated
• Outstanding
• V.A.T. and Non-V.A.T.
• Trail errors - When this option is selected, all the transactions that cause the Trial Balance to be out of balance will be displayed in the data grid.

9. New - Click this button to create a new Ledger Transaction. Once you've clicked the New button you'll need to select a Transaction Type from the pop-up window. The list of Transaction Types will be unique to the selected Filter (5).

10. Menu - The Menu button provides the following additional functionality:

• Open Recurring - This will open the Recurring Transactions.
• Copy to New - This allows you to copy a Transaction to a new Date, Reference or Note.
• Data Grouping - This allows you to group the records displayed in the data grid by Date, Month, Year and Relative.

Ledger Transactions

Navigation

Main Menu > Accounting > Ledger > Filter - Select Transaction or Account > New - Select Transaction Type

You can also open the Edit Ledger interface by right-clicking on a Ledger Transaction and selecting Edit.

Ledger Transactions are automatically created when Transactions are made within the Customers and Suppliers modules.

1. Trans No. - This indicates the Transaction number.
2. Date - This indicates the date when the Transaction was created.
3. Period - This indicates the date Period.
4. Customer - This indicates the Customer linked to the Transaction.
5. Amount - Enter the amount to be allocated here.
6. VAT Type - Select the desired VAT Type from the drop-down list, e.g., No VAT, Exempt, Zero-rated, Std or VAT.
7. Exc or Inc - This specifies if the VAT is included or excluded from the amount.
8. Reference - Enter a reference for the Transaction here.
9. Notes - Any notes regarding the Transaction can be entered here.
10. Reconciled - Check this box to make the Transaction Reconciled.
11. Recurring - Check this box to make the Transaction Recurring.
12. Items - This field will show all the Items linked to the Transaction.This displays the data by Item Description, Debit Account, Credit Account, VAT and Totals.
13. Trail - Click this button to toggle the Trail Items view. This will change the Items data grid to show Trail Items, displaying the data as a Trial Balance and sorts Transactions by Account, Debit and Credit.
14. Add Item - This allows you to add an Item to the Transaction.
15. Allocation - The Allocation data grid will list all the Transactions for the selected Account, that has been Allocated.
16. Outstanding - The Outstanding data grid will list all the Transactions for the selected Account that has Outstanding Amounts.
17. Menu - The menu button allows you to clear the Selection, i.e., deselect all selected Transaction in the Outstanding data grid.
18. Select - This will automatically select Transactions displayed in the Outstanding data grid the amount will be allocated to.
19. Allocate - By clicking the Allocate button, the Amount entered in the Amounts field (5) will be allocated to the selected Outstanding Transactions.
20. From - This shows the origin of the Transaction.
21. Bank ID - This shows shows the Bank ID, if the transaction was imported using the Bank Import functionality.
22. Updated - This shows who last updated the Transaction, with a date and time stamp.
23. Done - Clicking on this button will set the Transaction to the Default = Complete status. If the Default = Complete status has not been set, the user will receive an error message.
24. Menu - The Menu button provides the following additional functionality:
    • Find Customer - This allows you to find a Customer.
    • Enable Debit & Credit - This enables the Debit and Credit Account lookups so that you can change the Debit/Credit Accounts on a Transaction. This is useful when you have one transaction with multiple Items, each with a different Account.
    • Update the 'From' Transaction - This allows you to update the From Transaction in the Ledger - ie. link the selected Transaction to a parent Transaction, which has a Copy Rule to the selected Transaction.
    • View Customer Summary - This opens the Customer Summary in the side panel.
    • View Entity Summary - This opens the Entity Summary in the side panel.
    • View Linked Transactions - This allows you to view which Transactions are linked to this one.
    • View Audits - This displays an audit trail of what changes were made, when and by whom, to the Ledger Transaction.
25. Info - This will provide an Info pop-up window displaying the ID, Created by, Last Updated, Currencies, Available Item Categories and Output Templates. See image below: