Embedded Files
Overview
Overview
The Ledger two functions: First, it displays all the accounting transactions on one screen. Multiple Views (reports) are available including a Transaction and Detailed Ledger view. Second, ledger transactions can be created including General Expenses, Customer Receipts, and Supplier Payments.
The list of Transactions that can be created are grouped by Customer, Supplier and other Transactions for ease of navigation.
Navigation Example: Main Menu > Accounting > Ledger
Table of Contents
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 created.
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 both Debit and Credit entries. 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 is displayed to warn that there is a Trial Error.
Related Topics
Related Topics
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