Ledger Edit Views

Overview

  • The Ledger module lets you view all your Accounting transactions on one screen.
  • Multiple views are available including a Transaction and Detailed Ledger view.
  • You can also create new transactions in the Ledger including General Expenses, Customer Receipts and Supplier Payments.

Edit View is the interface from which transactions are created or edited.

Navigation

Main Menu > Accounting > Ledger

Edit View

Information on Editing:

  • When a transaction only has one item, the amount can be edited in the transaction header.
  • Click Menu (button) > Enable Debit & Credit to edit both sides of the entries (debit and credit entries). Ideally, use this feature only in General Journal transactions.
  • Transactions can be created in their modules or in the Ledger. Transactions created in separate modules (e.g. Customer Invoices, Customer Credit Notes, Supplier Invoices, Supplier Debit Notes) cannot be edited in the Ledger, but transactions affecting them can (e.g. allocating a Customer Receipt).
Info

All transactions must have a debit and credit entry. However, 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 appears above the transaction warning of Trial Errors.

Buttons Explained: General Entries

Header

Button Description
∧ ∨Used to scroll between transactions.
StatusSet the transaction's status to Pending, Complete or Cancelled.
OutputOutput PDF documents. Options include Print, Preview and Email.
New
  • Opens a dropdown list from which an Entry Type can be selected to create a new entry.
  • The list contains all the Entry Types that post to the General, Customer or Supplier Ledgers.
DeleteDeletes the current transaction.
SaveSaves the current transaction.
DonePosts the transaction to the ledger (Sets the status to Complete).
Actions > Edit Transaction (Password required)Lets you edit read-only transactions once a password is set up.
Menu
  • Enable Debit & Credit: Lets you select both the debit and credit accounts.
  • Edit Reference lookup list: Lets you create lookup fields to select a reference entry instead of entering one.
  • Set Items: Specifies how line items must be posted to the ledger.
    • N/A
    • Debit first Item and Credit other Items
    • Credit first Item and Debit other Items
  • Open Transaction in Module (e.g. Supplier and Customer Invoices).
  • Open Bank Transaction (e.g. Bank Import transactions).
  • View Audits: Displays changes that are recorded (e.g. who created and edited the transaction).
  • Layout
Info (symbol)Information block that provides details on the transactions and explains why a transaction cannot be edited.

Fields Explained: General Entries

Header

Field Description
Status BarThe Status of the current transaction.
Due DateAny Due Date.
  • Applies to customer and supplier transactions.
  • Leave blank for general entries.
Ledger IDA system-generated ledger number.
DateThe transaction's date.
Period
  • The period to which the transaction must be posted.
  • The date and period might not match if a period-close was performed.
Dr. Account
  • The name of the account that must be debited.
  • This field displays Dr. Bank for bank entries.
Cr. Account
  • The name of the account that must be credited.
  • This field displays Cr. Bank for bank entries.
Total IncThe VAT Inclusive Total transaction amount.
VATThe VAT Type selected for the transaction.
ReferenceThe transaction's reference.
NoteThe transaction's note.
Doc No.
  • Document Number.
  • Applicable to customer and supplier transactions (e.g. invoice numbers).
SO No.
  • Sales Order Number.
  • Applicable to copied transactions that have a Sales Order in the transaction flow (e.g. Quotation > Sales Order > Customer Invoice).
RecurringCheckbox to add the entry to the list of Recurring Entries.
  • Recurring entries can be accessed through the Menu.
  • When a recurring entry is created, account details are prefilled saving time and ensuring consistency.
Dr.The total transaction amount that is debited.
Cr.The total transaction amount that is credited.

Items Buttons Explained: General Entries

Processing

Button Description
Add ItemLets you add more items to split an entry over multiple accounts.
View
  • Items: Shows how the items are posted to the Ledger.
  • Trial: Shows how the transactions affect the Trial Balance.

Items Fields Explained: General Entries

Columns

Info

Fields marked in green (✎) can be edited.

Field Description
Field Chooser (*)Lets you add or remove columns.
IDThe system-generated transaction number.
ItemThe system-generated item number.
FromThe source document that was used to create the transaction (when a transaction is copied).
DescriptionThe transaction's description. The description shows default if you do not overtype it.
Expense AllocationLets you allocate an expense to a Work Order or Sales Order.
Allocated TotalThe total amount of Allocated Expenses.
Dr. AccountThe Account that must be debited for the line item.
Cr. AccountThe Account that must be credited for the line item.
VAT TypeThe VAT Type that was selected for the line item.
Total (Exc)The line item's VAT Exclusive Amount.
VAT %The percentage of VAT applicable to the line item.
VATThe amount of VAT applicable to the line item.
Total (Inc)The line item's VAT Inclusive amount.
Menu (...)Menu button for the line item:
  • Move Up
  • Move Down
  • Copy Item
  • Delete Item
    • This menu is only available to Pending transactions.

Buttons Explained: Customer and Supplier Entries

Header

Button Description
∧ ∨Used to scroll between transactions.
StatusSet the transaction's Status to Pending, Complete or Cancelled.
OutputOutput PDF documents. Options include Print, Preview and Email.
New
  • Opens a dropdown list from which an Entry Type can be selected to create a new entry.
  • The list contains all the Entry Types that post to the General, Customer or Supplier Ledgers.
DeleteDeletes the current transaction.
SaveSaves the current transaction.
DonePosts the transaction to the ledger (Sets the status to Complete).
Actions
  • Edit Transaction (Password required).
  • This feature allows someone to edit a read-only transaction by entering a password. Requires a password to be set up.
Menu
  • Enable Debit & Credit: Lets you select both the debit and credit accounts.
  • Edit Reference lookup list: Lets you create lookup fields to select a reference entry instead of entering one.
  • Set Items: Specifies how line items must be posted to the ledger.
    • N/A
    • Debit first Item and Credit other Items
    • Credit first Item and Debit other Items
  • Open Transaction in Module (e.g. Supplier and Customer Invoices).
  • Open Bank Transaction (e.g. Bank Import transactions).
  • View Audits: Displays changes that are recorded (e.g. who created and edited the transaction).
  • Layout
  • Info (symbol): Information block that provides details and explains why a transaction cannot be edited.

Fields Explained: Customer and Supplier Entries

Header

Field Description
Status BarThe Status of the current transaction.
Due Date
  • Any Due Date.
  • This field only applies to customer and supplier transactions (e.g. invoices).
Ledger IDThe system-generated ledger number.
DateThe transaction date.
Period
  • The period to which the transaction is posted.
  • The date and period might not match if a period-close was performed.
Dr. Account
  • The name of the account that was debited.
  • This field may change to Dr. Supplier or Dr. Customer depending on the chosen Entry Type.
Cr. Account
  • The name of the account that was credited.
  • This field may change to Cr. Supplier or Cr. Customer depending on the chosen Entry Type.
Total IncThe VAT Inclusive transaction total amount.
VATThe VAT Type selected for the transaction.
ReferenceThe transaction's reference.
NoteThe transaction's note.
Doc No.
  • The document number.
  • Applicable to customer and supplier transactions (e.g. invoices).
SO No.
  • Sales Order Number.
  • Applicable to copied transactions that have a Sales Order in the transaction flow.
RecurringCheckbox. If checked, the transaction is added to the list of recurring entries.
Dr.The total amount debited.
Cr.The total amount credited.

Items Buttons Explained: Customer and Supplier Entries

Processing

Button Description
Add ItemLets you add more items to split an entry over multiple accounts.
View
  • Items: Shows how the items are posted to the Ledger.
  • Trial: Shows how the transactions affect the Trial Balance.

Items Fields Explained: Customer and Supplier Entries

Columns

Info

Fields marked in green (✎) can be edited.

Field Description
Field Chooser (*)Lets you add or remove columns.
IDThe system-generated transaction number.
ItemThe system-generated item number.
FromThe source document that was used to create the transaction (when a transaction is copied).
DescriptionThe line item's description. The description shows default if you do not overtype it.
Expense AllocationLets you allocate an expense to a Work Order or Sales Order.
Allocated TotalThe total amount of Allocated Expenses.
Dr. AccountThe account that was debited for the line item.
  • This field is suppressed if the field in the header is Dr. Customer or Dr. Supplier.
  • For bank transactions, this field is automatically filled in with the bank account chosen in the header.
Cr. AccountThe account that was credited for the line item.
  • This field is suppressed if the field in the header is Cr. Customer or Cr. Supplier.
  • For bank transactions, this field is automatically filled in with the bank account chosen in the header.
VAT TypeThe VAT Type that was selected for the line item.
Total (Exc)The line item's VAT Exclusive amount.
VAT %The percentage of VAT applicable to the line item.
VATThe amount of VAT applicable to the line item.
Total (Inc)The line item's VAT Inclusive amount.
Menu (...)Menu button for the line item:
  • Move Up
  • Move Down
  • Copy Item
  • Delete Item
    • This menu is only available to transactions that can still be edited (e.g. Pending statuses).

Outstanding Buttons Explained

Outstanding

Button Description
MenuClear Overpayment (Lets you clear a previous overpayment).
SelectLets you select transactions.
AllocateAllocates the transactions to the selected transactions.

Outstanding Fields Explained

Allocation

Field Description
Field Chooser (*)Lets you add or remove fields (columns).
TypeThe Code indicates the Entry Type of the allocated transaction.
No.The number of the source document (e.g. Invoice number).
Ledger IDThe system-generated ledger number.
DateThe date of the allocated transaction.
ReferenceThe reference from the allocated transaction.
SO No.The Sales Order Number.
Total (CUR)The Total in the Currency the allocated transaction was recorded in.
TotalThe Total in the Local Currency.
AllocatedThe amount that was allocated.
Menu (...)A submenu allowing you to:
  • Open Transaction (view the source document).
  • Delete Allocated (clear the allocations e.g. if you need to edit the document).

Allocation Buttons Explained

Allocation

Button Description
ClearClears all the allocations.

Allocation Fields Explained

Outstanding

Info

Fields marked in green (✎) can be edited.

Field Description
Field Chooser (*)Lets you add or remove columns.
IDThe system-generated overall transaction number.
TransA code indicating the Entry Type for the outstanding amount.
No.The number of the outstanding source document.
DateThe date of the outstanding transaction.
Ledger IDThe system-generated ledger number.
ReferenceThe outstanding transaction's reference.
CurrencyThe Currency that the outstanding transaction was recorded in.
Total (CUR)The total amount in the Foreign Currency.
TotalThe total amount in the Local Currency.
OutstandingThe amount that is outstanding.
AllocateCheckbox. If checked, the amount is filled in to match the transaction value.
CheckboxUsed to select outstanding items to allocate.
Menu (...)A submenu allowing you to:
  • Discount Outstanding: Write the remaining balance off as discount paid or received.
    • If clicked, a popup requests confirmation: Discount the outstanding? Click OK or Cancel.
    • Discount can be entered regardless of the status of the transaction.
    • The Discount transaction remains in a Pending state until it is marked Complete.
  • Open Transaction: Open the source transaction.
  • Clear Selection: Clears the checkboxes.

Output Templates

For the data available on output templates, see Output Data Pipelines.

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