General Ledger Accounts Tutorial

Overview#

A General Ledger is the primary accounting record for an organisation. Each transaction is posted to the General Ledger, which is then used to generate financial statements such as the Statement of Financial Position and the Statement of Profit or Loss.

💡These tutorials explain how to view General Ledger Accounts and transactions in the Ledger. They also explain how to create General Expenses, General Journals and General Income.

How to View a General Ledger Account#

1. Navigate to Main Menu > Accounting > Ledger.
2. Filter = Select General Ledger Account.
3. Choose the dates you want to view:
   • Select a date range from the dropdown list next to Set, or
   • Select custom dates by selecting dates from the calendar provided.
4. Account = Select a General Ledger account.
   • Note: You must choose a General Ledger Account, if you select All you are prompted to select an Account.
5. Click View (button).

How to View General Ledger Transactions#

1. Navigate to the ledger.
2. Filter = Select Transactions.
3. Entry Type = Select any of the Entry Types that were created for General Ledger transactions (e.g. General Expenses, General Income, General Journal).
4. Click View (button).

How to View General Ledger Transactions in Detail#

1. Navigate to the ledger.
2. Filter = Select Transaction Items.
3. Entry Type = Select any of the Entry Types that were created for General Ledger transactions (e.g. General Expenses, General Income, General Journal).
4. Click View (button).

How to Filter a General Ledger Account by Currency#

1. Navigate to the ledger.
2. If you use multiple currencies, select a Currency from the dropdown list next to Currency.
   • Note: If there is only one currency, the selection reverts to that one currency.
3. Click View (button).

How to Enter General Expenses#

1. Navigate to the Ledger.
2. Click New (button) > General Expenses.
3. Date and Period = Enter the date and period.
4. Dr. Account = Select an Expense Account.
5. Cr. Bank = Select a Bank Account from which the Expense was paid.
6. Enter the amount next to Total (Inc) and select the appropriate VAT option.
7. Reference and Note = Enter a reference and a note.
8. Click View (button) > Items to see how the entry is posted.
9. Click Done (button).
   • Note: You can also enter General Expenses when doing Bank Imports.

How to Manually Create General Income#

1. Navigate to the Ledger.
2. Click New (button) > General Income.
3. Date and Period = Enter the date and period.
4. Dr. Bank = Select a Bank Account into which the income was deposited.
5. Cr. Account = Select an Income Account.
   • Note: You could also select an Expense Account to credit for reimbursements.
6. Total (Inc) = Enter the amount, and select the appropriate VAT option.
7. Reference and Note = Enter a reference and a note.
8. Click View (button) > Items to see how the entry is posted.
9. Click Done (button).
   • Note: You can also enter General Income when doing Bank Imports.

How to Create General Journal Entries#

1. Navigate to the Ledger.
2. Click New (button) > General Journal.
3. Date and Period = Enter the date and period.
4. Dr. Account = Select an account to Debit.
5. Cr. Account = Select an account to Credit.
6. Total (Inc) = Enter the amount, and select the appropriate VAT option.
7. Reference and Note = Enter a reference and a note.
8. Click View (button) > Items to see how the entry is posted.
9. Click Done (button).

How to Set Recurring Transactions#

1. Create or edit a General Expense, General Income or General Journal entry.
2. On the right, check the checkbox next to Recurring.
3. Click Done (button).

How to Create Recurring Transactions#

1. Navigate to the Ledger.
2. Click Menu > Open Recurring Transactions.
3. Right-click a transaction and select Copy to Ledger to open a prefilled entry in the Ledger.
4. Change the Date and Amount (if necessary).
5. Press Done (button).
   • Note: If you copy the transaction and then delete it, it also deletes the recurring transaction. To create a recurring transaction again, go to the previous month's transaction, edit it and check the Recurring checkbox.

How to Print a General Ledger Account#

1. Display a Ledger account.
2. Click Output (button) to display a dropdown list.
3. Click Print to print the report to the default printer or click Print (Show Dialogue) to select a printer, for example, a .pdf printer.

How to View a Clean Copy of a General Ledger Account#

1. Display a Ledger account.
2. Click Output (button) > Preview to display the General Ledger Account on the screen.
   • Note: You can click the printer icon to print the list to a printer of your choice, including PDF.

How to Email a General Ledger Account#

1. Display a Ledger account.
2. Click Menu (button) > Email Excel to email the General Ledger Account in Excel format, or
3. Click Output (button) > Email to email the General Ledger Account in PDF format.