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Ledger List 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 . List View displays a list of transactions or a ledger.
Navigation Main Menu > Accounting > Ledger
Settings#
User Settings#
Navigation Main Menu > Office > My Organisation > Double-click to open a Staff File > Settings (tab)
Note The defaults are the values for new databases and new users. Your database may have different values.
Setting Description Default
Accounting > Ledger - Access Allowed One of these options:None User Supervisor : also needed to change the status of posted (read-only) transactions. None Accounting > Ledger - Access Allowed by Entry Type This setting grants users access to specific Entry Types in the Ledger. Click Edit in the Value column.On the popup, move entries from the Available to Selected section to grant access. Move entries from the Selected to the Available section to revoke access. None Accounting > Ledger - Access Allowed to Customer/Supplier Accounts Yes or No. No Accounting > Ledger - Access Allowed to General Ledger Accounts Yes or No. No Accounting > Ledger - Deleting Allowed Yes or No. No
Accounting Settings#
Navigation Main Menu > Setup > Accounting > Settings (tab).
Setting Description Default
Password to edit read-only Transactions in Ledger Sets a password to edit reconciled (read-only) transactions. See Ledger > Edit Form > Actions > Edit Transaction (Password required). An audit trail is created when a read-only transaction is edited. (This rule excludes transactions that are updated in a separate module – CI, CC, SI, SDN.) Blank
General Settings#
Navigation Main Menu > Setup > Settings & Defaults > Settings (tab)
Setting Description Default
Accounting > Allow CI,CC,SI,SDN transactions to be created in the Ledger Yes or No. If Yes, the following transactions are posted to the ledger: If No, the entries are only created in their modules. No Accounting > Create Supplier Payments in the Ledger Yes or No. Yes Customer Invoices > Ledger Entry Type for Receive on Invoice Select an Entry Type (normally Customer Receipts). None Point of Sale (POS) > Ledger Entry Type for Customer Receipts Select an Entry Type (normally Customer Receipts). None
List View#
Button Description Reset Resets the Data Filters to default. View Generates a report based on the selected data filters. New Opens a dropdown list where you can select an Entry Type that posts to the ledger, to create a new transaction. Only Entry Types that post to the General, Customer or Supplier Ledgers are included. Output Output PDF documents. Options include Print, Preview and Email. Menu Open Recurring Transactions Opens transactions that are set as recurring. This feature lets you quickly record transactions that recur. Date grouping Option to group records:by Date by Month by Year Relative Export Layout Save Grid Save Grid Save Grid (All Users) Restore Grid Restore Grid Restore Default Grid Restore Default Grid (All Users)
Data Filters Explained#
Filter Description Set Sets a specific period such as Today, This Month, This Year, Fin Year. ← → Adjusts the Date forwards or backwards based on the selected period. Date Lets you customise the dates. Radio Buttons Lets you sort the records by Transaction, Period or Created (date).These buttons only apply to Transactions and Transaction Items. When viewing Customer, Supplier or General Ledger Accounts the sort order is by Period. Filter Dropdown list to select:Transactions: Displays a list of transactions.Transaction Items: Displays a list of transaction items (detailed transactions).Customer Account: Displays all posted customer transactions chronologically. Includes opening and running balances.Supplier Account: Displays all posted supplier transactions chronologically. Includes opening and running balances.General Ledger Account: Displays all general ledger transactions chronologically. Includes opening and running balances. Entry Type Lets you view all or a specific Entry Type. This field is only available when Transactions or Transaction Items are selected. Account Lets you select a specific Account.This field is compulsory when Customer, Supplier or General Ledger Accounts are selected. This field is unavailable when Transactions or Transaction Items are selected. Currency Lets you select a specific Currency. This field is only available:If Multi-Currency is used, and When viewing Customer, Supplier or General Ledger Accounts. Status Lets you select a specific Status:All: No filter is applied (Default).Pending: Displays transactions where the status is not in Accounting (not posted) and the status is not Cancelled.Active: Displays transactions where the status is in Accounting (posted).Reconcile: Displays transactions where the status is the default Reconciled Status for the Entry Type.Cancelled: Displays transactions where the status group is Cancelled. The Status field is only available when viewing Transactions or Transaction Items. Checkboxes Allocated Applies to Customer and Supplier Transactions. When checked, it only shows transactions that are allocated (e.g. payment allocated to an invoice). The Allocated checkbox is only available when viewing Transactions or Transaction Items. Outstanding Applies to Customer and Supplier Transactions. When checked, it only shows transactions that have no allocations (e.g. unpaid invoices). The Outstanding checkbox is only available when viewing Transactions or Transaction Items. Trial errors When checked, it only shows transactions that do not have matching debit and credit entries. The Trial errors checkbox is only available when viewing Transactions or Transaction Items.
Fields Explained: Transactions#
Field Description Field Chooser (*) Lets you add or remove columns. ID The system-generated overall number allocated to the transaction. Status Status of the transaction. Entry Type A Code indicating the source Entry Type. Ledger ID The system-generated ledger number allocated to the transaction. Doc No. The document number (e.g. Supplier Invoice). Bank ID The Bank Import batch number. SO No. The linked Sales Order Number. From The source document that was copied to create the transaction. Company The name of the customer or Supplier. Period Date The period to which the transaction was posted. Rep The Sales Representative of the transaction. In version 26.05 and later, for customer transactions (here and on the transaction screen):Customer Invoices and Customer Credit Notes show the rep on the invoice or credit note. Receipts, journals and other transactions show the rep of the first invoice or credit note they are allocated to. Otherwise, the customer's rep is shown. Note: Before version 26.05, customer transactions always showed the customer's rep. Trans Date The date on which the transaction was created or which you selected as the Transaction Date. Due Date The Due Date of transactions. VAT Reconciliation The linked VAT Reconciliation ID (if the transactions are added to a VAT Reconciliation). Reference The reference on the transaction. Category The Category selected for a transaction. Note Any notes added to the transaction. Currency The Currency in which the transaction was recorded. Total (CUR) The value of any foreign currency transaction. Total (Exc) The transaction amount excluding VAT. VAT The VAT component of the transaction. Total (Inc) The transaction amount including VAT. Allocated The amount of a transaction that was allocated to payment or other document (e.g. debit or credit note). Outstanding The amount due on a transaction. Override Checkbox. If checked the transaction includes a Trial Balance Error but was overridden.Checking the checkbox prevents the entry from appearing when searching for Trial Balance Errors. Only check it when a debit and credit entry must be created separately. Keep a record of these entries for audit purposes. Menu (...) A submenu to Edit or Delete a transaction. Updated by Name of the user who last updated the transaction. Created The system date on which the transaction was created. Updated The system date on which the transaction was updated. Created by Name of the user who created the transaction.
Fields Explained: Transaction Items#
Field Description Field Chooser (*) Lets you add or remove columns. Status Status of the transaction. Trans ID The system-generated transaction number. Entry Type A code indicating the source Entry Type. Ledger ID The system-generated ledger number allocated to the transaction. Doc No The document number (e.g. Supplier Invoice Number). From The source document that was copied to create the transaction. Company The name of the customer or Supplier. Trans Date The transaction date. Period Date The period to which the transaction was posted. Reference The transaction's reference. Currency The Currency in which the transaction was recorded. Created The system date on which the transaction was created. Created by The user who created the transaction. Updated The system date on which the transaction was updated. Updated by The name of the user who updated the transaction. From Trans The source document number (Doc No) that was used to create the transaction (applies when a transaction is copied to create the next transaction). Due Date The transaction's due date. Trans Item ID A system-generated number for the transaction. Item No The number of the item on the source document (e.g. if an invoice has four items on it, the item numbers are 1, 2, 3, 4). Description The item's description. Dr Account The account that was debited. Cr Account The account that was credited. VAT Type The VAT Type that was selected for the transaction. Total (CUR) The value of any Foreign Currency transaction. Total (Exc) The VAT exclusive transaction amount. VAT The VAT Component of the transaction. VAT% The percentage VAT applicable to the transaction. Total (Inc) The VAT inclusive transaction total. Menu (...) A submenu to Edit the transaction.
Fields Explained: General Ledger Account#
Field Description Field Chooser (*) Lets you add or remove columns. ID A system-generated overall number allocated to the transaction. TransID A system-generated number allocated to the transaction. Status Status of the transaction. Type Code indicating the source Entry Type . Ledger ID A system-generated ledger number allocated to the transaction. Doc No. The document number (e.g. Supplier Invoice Number). Date The transaction date. Period The period to which the transaction was posted. Reference The reference on the transaction. Description The transaction's description. The description shows the default if you do not overwrite it. Dr Acc. No. The account number of the account that was debited. Dr Account The name of the account that was debited. Cr Acc. No. The account number of the account that was credited. Cr Account The name of the account that was credited. Due Date The transaction's due date. Currency The Currency in which the transaction was recorded. Allocated The amount that is allocated (paid). Outstanding The amount that is not allocated. 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. Created by The user who created the transaction. Created The system date on which the transaction was created. Updated by The user who last updated the transaction. Updated The system date on which the transaction was updated.
Fields Explained: Customer and Supplier Accounts#
Field Description Field Chooser (*) Lets you add or remove columns. ID A system-generated overall number allocated to the transaction. TransID A system-generated number allocated to the transaction. Status The transaction's Status. Type A code indicating the source Entry Type. Ledger ID A system-generated ledger number allocated to the transaction. Doc No. The document number (e.g. Supplier Invoice Number). Date The transaction date. Period The period to which the transaction was posted. Statement The Statement Date of the Bank Reconciliation (if applicable). Reference The transaction's reference. Description The transaction's description. Due Date The transaction's due date. Currency The Currency in which the transaction was recorded. Allocated The amount that is allocated (paid). Outstanding The amount that is not allocated. 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. Created by The user who created the transaction. Created The system date on which the transaction was created. Updated by The user who last updated the transaction. Updated The system date on which the transaction was updated.
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