Ledger

The Ledger contains all of your Accounting transactions in QuickEasy, including details of the accounts to be debited and credited, for each transaction.

The BOSPrint Ledger supports multi-currency Transactions.

Discover Ledger

Ledger Setup

Make sure to first set-up the following:

Accounting Setups - Navigate to Main Menu > Setup > Settings & Defaults > Accounting.
Accounting Settings - Navigate to Main Menu > Setup > Settings & Defaults > Settings > Accounting > Account - Retained Income / VAT Control / Banking.
User Access - Navigate to Main Menu > Setup > Staff > Settings > Accounting > General Ledger - All.

Click here for more about Accounting Setups, Accounting Settings and Staff Accounting Settings.

Ledger Data Grid

Navigation

Main Menu > Accounting > Ledger

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.
Output - The Ledger allows you to Print or E-mail multi-selected records. For more about Output, click here.
Menu - The Menu button provides the following additional functionality:
- Data Grouping - This allows you to group the records displayed in the data grid by Date, Month, Year and Relative.
- Export Invoices to Pastel Partner - This allows you to Export the Invoices to your Pastel Partner.
- Export Invoice to Accpac - This allows you to Export the Invoices to Accpac.
- Export Credit Note to Pastel Partner - This allows you to Export Credit Notes to Pastel Partner.
Date Filter - This allows you to filter the records by date. You can use the arrows to toggle between dates.
Filter - The Filter field allows you to filter between Entry Types and various Accounts:
- Entry Type - When Entry Type is selected in Filter, the Entry Type drop-down list (5) beneath it is enabled with a list of all Transactions by that Entry Type, such as Customer Credit Notes or General Journal. When selecting specific Entry Type you are able to select an Account from the Account Filter (6). This is also the view you will use when adding transactions to the Ledger.

The Entry Type Filter will be the default view, so before clicking View, first select an Entry Type from the Entry Type Filter (5), you can select a specific Entry Type or All.

The Entry Type data Grid will show the ID, Date it was created, Reference, Description, the allocated Debit and Credit Accounts, Branch, Excluding and Including VAT amount, Total amount, Allocated and Outstanding amounts of the Entry Types. See image below:

Navigation

Main Menu > Accounting > Ledger > Filter - Entry Type > Entry Type - All > View

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 (4), the Account Filter field (6) will be enabled. Before clicking View, first select a Customer Account from the Account Filter (6).
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 (6).
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 (6).

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

Navigation

Main Menu > Accounting > Ledger > Filter - Customer Account > Account - Customer > View

The Customer, Supplier and General Ledger Accounts data grid will show the ID, Transaction Type, Description, Reference, Date it was created and the Branch. As well as:

A. Opening Balance - When viewing a detailed Ledger, an Opening Balance will be displayed for the Account, (see more about Opening Balance below).

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.

6. Entry Type - This allows you to filter the records displayed in the data grid by Entry Type.

7. Account - This allows you to filter the records displayed in the data grid by Accounts.

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.
Branch - This allows you to filter the records by Branch. Select the desired Branch from the drop-down list.

9. New - Click this button to create a new Ledger Transaction.

New Blank - To create a new Ledger Transaction.
New Recurring - This functionality can be used to copy from previous Transactions where 'Recurring' is checked, and will save a lot of time that would otherwise be used to capture each Transaction from scratch. The 'Recurring' flag will automatically be moved to the new Transaction so that users are always copying from the last Transaction.

Once you have clicked on New > New Recurring a Recurring Transactions window will appear where you can select the desired Recurring Transaction. See image below:

Additional data grid fields are available in the Filed Chooser; Category, Credit Type, Debit Type, Due Date, Entry Type, Exl VAT, Non-VAT, Rep, Trail Error, Type.

The Due Date field for Customer and Supplier Invoices are automatically copied form the Customer/Supplier Invoice.

For more about customising data grids, click here.

Ledger Transactions

Navigation

Main Menu > Accounting > Ledger > Filter - Entry Type > Entry Type - Select Entry Type > New > New Blank

You can also open the Edit Ledger widow 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.

Transaction Detail - This is the basic details of the Transaction.
Debit - This shows the account that is to be debited.
Credit - This shows the account that is to be Credited.
Amounts - Here you can specify the VAT Type, VAT Included or Excluded and the Amount.
Trail - When a Ledger Transaction is opened, the Trial grid displays how the Transaction will update the Trial Balance.
Reconciled and Recurring - Check these boxes to make this Transaction Recurring or Reconciled. When the Recurring box has been ticked, the Transaction will be listed in the Recurring Transactions window when you click New > New Recurring.
Select - When an Amount has been entered to Allocate, you can click on the Select button to automatically select the matching Amount. If the Amount is more than necessary, multiple Outstanding Transactions will be selected to use the full Allocated Amount.
Allocate - By clicking the Allocate button, the Amount entered in the Amounts field (4) will be allocated to the selected Outstanding Transactions.
Clear - This will clear the entered Amount.
Outstanding - The Outstanding data grid will list all the Transactions for the selected Account that has Outstanding Amounts.
Allocation - The Allocation data grid will list all the Transactions for the selected Account, that has been Allocated.
Menu - The Menu button provides the following additional functionality:
- Enable Debit & Credit - This will allow you to select both Debit and Credit Accounts.
- Copy to New - This allows you to copy the Transaction to a new Entry Type, Date, Reference or Description.
- Edit Reference lookup list - This allows you to edit the Transaction Detail Reference (1) lookup list.
- Edit Description lookup list - This allows you to edit the Transaction Detail Description (1) lookup list.

How to Create a Ledger Transaction

Watch this short video on how to create a Customer Receipt Ledger Transaction:

When creating Ledger transactions, in most cases, users only need to enter the Date, select a Customer/Supplier/Account and enter an Amount - this can be done in the Transaction Header.

For more complex Transactions, multiple items might be required which must then be updated in the Transaction's 'Items' grid. These include:

Payroll Journals
Airline Tickets that include multiple Expense types
Utility Accounts that include multiple Expense types.
etc.

By default only the 'variable' accounts are editable. Users can, however, make all the Categories and Accounts editable in a Transaction by selecting Menu > Enable Debits & Credits. (This excludes the Customer and Supplier Categories and Accounts which can only be updated from the Transaction Header).

To get started with QuickEasy Accounting, Ledger Transactions need to be created to record the Opening Balances as follows:

Note

If the Debit and Credit accounts are not fixed in the Transaction Type setup, they are 'variable' and need to be updated when the Transaction is created. eg. The Debit account on an 'Expense' transaction type).

Accounting Ledger How To's

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