Ledger
Overview
The Ledger has two functions: First, it displays all the accounting transactions on one screen. Multiple Views (reports) are available including a Transaction and Detailed Ledger view. Second, ledger transactions can be created including General Expenses, Customer Receipts and Supplier Payments.
The list of Transactions that can be created are grouped by Customer, Supplier and other Transactions for ease of navigation.
Settings
The following settings are required to use the Ledger.
General Settings
| Setting | Description | Default |
|---|---|---|
| Accounting > Password to edit read-only Transactions in Ledger | You can type a password in the value column to activate the feature. | Blank |
Service tickets for account queries use a category that you create yourself in the Service Manager (for example, Accounts). See Categories (tab).
Transaction Access Settings
- Access is needed for all the Transaction Types that post to the Ledger.
- Access is set in the Transaction Access column per selected user.
- Access can also be set in bulk using Actions (button) > Batch Update.
- Modules can be added or removed by using Actions (button) > Add/Remove Modules. Removing a module also removes the user's access.
- The Access options are:
- View:
- None: You have no access and cannot receive access for any of the other options.
- All: You can view all transactions.
- Own (Rep): You can view transactions if you were selected as the rep on the transaction.
- Admin: You can view all the transactions and change the statuses.
- New: If checked, you can create transactions. Having access to copy transactions overrides this setting.
- Edit: If checked, you can edit transactions.
- Delete: If checked, you can delete transactions.
- Est (Form only): Applies to estimates. Only view the form, and not the profit margins.
- Status (Up only): Only move a transaction forward (e.g. change the status from Pending to Active, but not from Active to Pending). Users with Admin rights can change the status regardless of this setting.
- View:
Transaction Settings
Transaction settings are added to Transaction Types. A setting can be added to multiple Transaction Types.
Process:
- Click Add/Update (button).
- Select the Transaction Type in the left column.
- Select the Settings in the right column.
- Click Add/Update (button).
After a setting is added, the option in the Value column must be entered or selected.
The defaults are the values for new databases, new users and new Transaction Types. Your database may have different values.
| Setting | Description | Default |
|---|---|---|
| Accounting > Set Transaction Complete when allocated | Active if checkbox in Value column is checked. Usually added to:
| Unchecked |
| Transactions > Enable 'Clear Overpayment' function in Ledger | Active if checkbox in Value column is checked. Usually added to:
| Unchecked |
| Transactions > Enable 'Discount Outstanding' function in Ledger | Active if checkbox in Value column is checked. Usually added to:
| Unchecked |
| Transactions > Enable 'Record Foreign Exchange Gain' function in Ledger | Active if checkbox in Value column is checked. Usually added to:
| Unchecked |
| Transactions > Enable 'Record Foreign Exchange Loss' function in Ledger | Active if checkbox in Value column is checked. Usually added to:
| Unchecked |
Creating Transaction Types
- Transaction Types are created and customised for each organisation. Transactions that could be created for ledger entries include:
- Cash Transactions:
- Cashup Shortfall
- Cashup Surplus
- Customers:
- Customer Discounts
- Customer Forex Gain
- Customer Forex Loss
- Customer Offset
- Customer Overpayment
- Customer Receipts
- Customer Receipts – Debit Order
- Customer Receipts – Forex 1
- Customer Receipts – Forex 2
- Customer Refunds
- Transfer Customer Deposits
- Suppliers:
- Supplier Discounts
- Supplier Forex Gain
- Supplier Forex Loss
- Supplier Offset
- Supplier Overpayment
- Supplier Payments
- Supplier Payments – Forex 1
- Supplier Payments – Forex 2
- Supplier Refund
- Other Transactions:
- Expenses
- General Journal
- Other Income
- Payroll – Expenses
- Payroll – Payments
- VAT Payment
- VAT Refund
- Periodic Transactions:
- Periodic – Accrual to Inventory Finished Goods
- Periodic – Accrual to Inventory Raws
- Periodic – Accrual to Purchases Materials
- Periodic – Accrual to Purchases Outsourced
- Periodic – Inventory Gain
- Periodic – Inventory Loss
- Periodic – Inventory Raw to Finished Goods
- Periodic – Inventory to Cost of Sales
- Periodic – WIP Decrease
- Periodic – WIP Increase
- Cash Transactions:
Accounting Settings
Ledger functions are managed in the Accounting section of each Transaction Type. The fiels are explained in detail on the Properties for Transaction Types page.
Warnings, Alerts and Checklists
- The Transaction Setting: Alerts > Warning Message can be added to transactions. The warning and check are created using SQL.
- Transaction Types can have checklists of steps that must be completed.
- Certain warnings are automatically displayed in a red bar above the transaction (e.g. Trial Balance error if the transaction does not have matching debit and credit entries).
Examples of custom warnings:
- The Bank Currency does not match the Transaction Currency.
- Bank is not linked to the same entity as the transaction.
- The Customer Currency does not match the Transaction Currency (Foreign Gain/Loss transactions are excluded).
- The Supplier Currency does not match the Transaction Currency (Foreign Gain/Loss transactions are excluded).
Data Pipelines for Output Templates
The Data Pipelines for Ledger Output Templates are listed in Output Data Pipelines.