Ledger Management - General Ledger Accounts

Viewing Ledger Accounts & Transactions

ℹ️ Ledger Accounts display all the Debit and Credit entries from transactions. Most of the search and filter options are greyed out because they do not apply. Using certain Search Fields may switch the interface to Transaction View. 

How to View a Ledger Account

1. Navigate to the Ledger.

2. Select the dates by either choosing pre-set dates next to Set, or entering specific dates.

3. Filter = Select Ledger Account from the dropdown list.

4. Account = Select a specific account or select All.

5. Click View (button). 

How to View General Ledger Transactions

1. Navigate to the Ledger.

2. Select the dates by either choosing pre-set dates next to Set, or entering specific dates.

3. Filter = Select Transaction Type (Transactions) from the dropdown list.

4. Transaction = Select an applicable Transaction Type (e.g. Expenses, Other Income, General Journal).

5. Click View (button).

How to View General Ledger Transactions in Detail

1. Navigate to the Ledger.

2. Select the dates by either choosing pre-set dates next to Set, or entering specific dates.

3. Filter = Select Transaction Type (Items) from the dropdown list.

4. Transaction = Select an applicable Transaction Type (e.g. Expenses, Other Income, General Journal).

5. Click View (button).

Creating General Ledger Transactions

How to Enter Expenses

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

1. Navigate to the Ledger.

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

3. Enter the Date and Period.

4. Expense (Dr) = Select the expense Account.

5. Bank (Cr) = Select the Bank account from which the expense was paid.

6. Amount = Enter the VAT Inclusive Amount paid.

7. VAT = Select the applicable VAT Type from the dropdown list next to amount.

8. Inc/Exc = Select whether the amount includes (Inc) or excludes (Exc) VAT from the dropdown list.

9. Enter a Reference and Note.

10. Change the Status of the transaction to Complete.

11. Click Save (button).

How to Create Other Income Transactions

1. Navigate to the Ledger.

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

3. Enter the Date and Period.

4. Bank (Dr) = Select the Bank account into which the income was paid.

5. Other Income (Cr) = Select an income account (e.g. Interest Received).

6. Amount = Enter the VAT Inclusive Amount received (or the full amount if VAT is not applicable).

7. VAT = Select the applicable VAT Type from the dropdown list next to amount.

8. Inc/Exc = Select whether the amount includes (Inc) or excludes (Exc) VAT from the dropdown list.

9. Enter a Reference and Note.

10. Change the Status of the transaction to Complete.

11. Click Save (button).

How to Create General Journal Entries

ℹ️ Although journal entries can include VAT, it is necessary to explicitly tell BOS Enterprise which side of the VAT Control to post the entry to by creating a 100% entry to the VAT Control account. The applicable category (e.g. Input +, Output +) can only be set for the Transaction Type.

For example:

Cr Long-Term Liability   R862 500

Dr Motor Vehicles @ Cost R750 000

Dr VAT (VAT 100%)        R112 500 

1. Navigate to the Ledger.

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

3. Enter the Date and Period.

4. Amount = Enter the Amount.

5. VAT = Select the applicable VAT Type from the dropdown list next to amount.

6. Inc/Exc = Select whether the amount includes (Inc) or excludes (Exc) VAT from the dropdown list.

7. Enter a Reference and Note.

8. Debit (column) = Select the account that must be debited.

9. Credit (column) = Select the account that must be credited.

   • For more entries, click Add Item (button).

   • To view how the journal will be posted click Trial (button). 

10. Change the Status of the transaction to Complete.

11. Click Save (button).

How to Set Up Recurring Transactions

1. Create a Transaction that repeats monthly.

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

3. Click Save (button).

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

How to Create Recurring Transactions

1. Navigate to the 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 check 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 (e.g. a .pdf printer).

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

How to Output Ledger Accounts or Transactions

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

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

   • Note: You can click the printer (icon) to choose a printer, including PDF.

How to Email Ledger Accounts or Transactions

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

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