Ledger Posting
Overview
Many BOS Pro transactions create their own ledger entry, so you do not enter them again in the Ledger. This guide explains which transactions post to the ledger, when they post, what the ledger entry carries, and the warnings that show a problem.
What Posts to the Ledger
A transaction posts to the ledger only when an Entry Type is set up as the Default for it (see Entry Type Tutorials). If no Entry Type has that Default, the transaction does not post.
Transactions Explained
| Transaction | Default Entry Type |
|---|---|
| Customer Invoice | Customer Invoice (CI) |
| Customer Credit Note | Customer Credit Note (CC) |
| Supplier Invoice | Supplier Invoice (SI) |
| Supplier Debit Note | Supplier Debit Note (SDN) |
| Supplier Payment | Supplier Payment (SP). When several Entry Types have this Default, the one with the payment's bank account as its credit account is used, otherwise the one without a credit account. |
| Materials Movement | One per type:
|
| Transfer Order | Transfer Order Issue (TOI) and Transfer Order Receive (TOR). |
Other Ledger Entries
These ledger entries are created by their own modules:
- Point of Sale: Paying and posting a sale creates a Customer Invoice and a Customer Receipt, allocated to each other (see PoS - Ledger Tutorial).
- Bank Import: Each imported bank line you post becomes a ledger entry (see Bank Import).
- Recurring Transactions: A recurring ledger entry is copied to a new entry with the same accounts (see Recurring Transactions Tutorial).
When Posting Happens
- The ledger entry is created the first time the transaction is saved, and updated every time it is saved again. There is one ledger entry per transaction.
- A Supplier Payment is the exception: it does not post when it is saved. After it is approved, click Actions (button) > Post to Ledger to create its ledger entry (see How to Post a Supplier Payment to the Ledger). A Supplier Payment entered in the Ledger itself does not need this step.
- The ledger entry has the transaction's status. It counts in the ledger and the financial reports only when that status has the Accounting checkbox checked (see Statuses). Until then, the Ledger shows it as Pending.
- A Supplier Payment posted to the ledger with a date on or before the Financial Close Off Date is posted on the day after the Close Off Date (see Financial Close Off).
- A Transfer Order takes its branch from the location, or from the Entry Type when the location has no branch.
What the Ledger Entry Carries
The ledger entry takes these details from the transaction:
- The transaction number, date and due date.
- The customer or supplier.
- The Branch.
- The currency and exchange rate.
- The reference and note.
- The users who created and last updated it.
- The status (the Status Note is not copied).
When the transaction date changes, the ledger entry's period date changes with it.
The accounts come from the Entry Type, or from the material or Material Category when GL accounts are linked to them (see Linking GL Accounts - Material Accounting Tutorial).
Ledger Warnings
The Override Trial Balance error checkbox on a ledger entry removes the Trial Balance error warning for that entry. Use it only when two entries balance each other but cannot be combined. The checkbox only appears on an entry that does not balance, and only for users with the setting Accounting > Enable Override on Trial Balance Errors (see Trial Balance).
A ledger entry shows a warning, starting with "Warning:", when one of these problems is found:
- Branch is blank: Branches are used, but the entry has no Branch (see Branches).
- Transaction is not in an accounting Status: The status does not have the Accounting checkbox checked, so the entry does not count in the ledger.
- Customer is blank or Supplier is blank: The entry uses a customer or supplier account, but none is selected.
- Trial Balance error: The debits and credits of the entry do not balance (see Trial Balance Errors).
Several warnings are listed together, separated by semicolons.