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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
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)
Filters Explained
Filters Explained
Set: Sets a specific time frame such as Today, This Month, This Year, or Fin Year.
← → : Adjusts the Date forwards or backwards based on the selected period.
Date: Allows users to further refine the date selections.
Radio Buttons: Allows users to sort the records by Transaction, Period or Updated (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 the customer ledger (chronological customer transactions per customer). Includes opening and running balances.
Supplier Account: Displays the supplier ledger (chronological supplier transactions per supplier). Includes opening and running balances.
Ledger Account: Displays general ledger transactions chronologically. Includes opening and running balances.
Transaction: Allows users to view all or a specific Transaction Type. Only available when Transaction Types are selected.
Account: Allows users to select a specific account. Only applicable to Customer, Supplier, or General Ledger Accounts. Defaults to All.
Currency: Allows users to select a specific currency if multiple currencies are used. Only applies to Customer, Supplier, and General Ledger Accounts.
Checkboxes (Checkboxes are only available when viewing Transaction Types).
Reconciled: When checked, only shows reconciled transactions.
Not Reconciled: When checked, only shows transactions that have not been reconciled.
Trial Errors: When checked, only shows transactions that do not have matching Debit and Credit entries.
Allocated: Applies to Customer and Supplier transactions. When checked, only shows transactions that are allocated (e.g. payment allocated to an invoice).
Outstanding: Applies to customer and supplier transactions. When checked, only shows transactions that have no allocations (e.g. unpaid invoices).
VAT.: When checked only shows transactions where VAT was recorded (claimed or paid).
No VAT.: When checked only shows transactions on which no VAT was entered.
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 a summary display with tabs for Detail, Account, and Transactions.
View linked Transactions: Opens a report on the right with all the linked transactions.
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 transaction number.
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. Balances are calculated as follows:
Assets and Expenses: Debits less Credits. If credits exceed the debits the balance is negative.
Liabilities, Equity, and Revenues: Credits less Debits. If debits exceed the credits the balance is negative.
✔: 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.
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