Ledger

Overview

The Ledger 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.

Navigation Example: Main Menu > Accounting > Ledger

Table of Contents

Settings

The following settings are required to use the Ledger.

General Settings

Navigation: Main Menu > Setup > Settings > General (tab)

  • Accounting > Password to edit read-only Transactions in Ledger: Users can type a password in the value column to activate the feature.
  • Service Manager > Category used for Accounting queries:
    • Allows users to select a category from the dropdown list in the Value column (usually Accounts)
    • This category will be assigned when users create a service ticket from the Actions (button) in the Service Manager when viewing or creating a transaction.

Transaction Access Settings

Navigation: Main Menu > Setup > Settings > Users (tab)

  • 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: The user has no access and cannot receive access for any of the other options.
      • All: The user may view all transactions.
      • Own (Rep): The user may view transactions if they were selected as the rep on the transaction.
      • Admin: The user may view all the transactions and change the statuses.
    • New: If checked the user may create new transactions. Having access to copy transactions overrides this setting.
    • Edit: If checked the user may edit transactions.
    • Delete: If checked the user may delete transactions.
    • Est (Form only): Applies to estimates. Allows users to only view the form, and not the profit margins.
    • Status (Up only): Allows the user to 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.

Transaction Settings

Navigation: Main Menu > Setup > Settings > Transactions (tab)

ℹ️ Transaction settings are added to Transaction Types. A setting can be added to multiple transaction types.

Process:

1. Click Add/Update (button).

2. Select the Transaction Type in the left column.

3. Select the Setting/s in the right column.

4. Click Add/Update (button).

After a setting is added, the option in the Value column must be entered or selected.

  • Accounting > Set Transaction Complete when allocated: Active if checkbox in Value column is checked. Usually added to:
    • Customer ReceiptsCustomer Receipts - Forex 1Supplier Payments Supplier Payments - Forex 1
      • Customer Receipts
      • Customer Receipts - Forex 1
      • Supplier Payments
      • Supplier Payments - Forex 1
  • Transactions > Enable 'Clear Overpayment' function in Ledger: Active if checkbox in Value column is checked. Usually added to:
    • Customer ReceiptsSupplier Payments
      • Customer Receipts
      • Supplier Payments
  • Transactions > Enable 'Discount Outstanding' function in Ledger: Active if checkbox in Value column is checked. Usually added to:
    • Customer InvoicesSupplier Invoices
      • Customer Invoices
      • Supplier Invoices
  • Transactions > Enable 'Record Foreign Exchange Gain' function in Ledger: Active if checkbox in Value column is checked. Usually added to:
    • Customer InvoicesCustomer Receipts - Forex 2 Supplier InvoicesSupplier Payments - Forex 2
      • Customer Invoices
      • Customer Receipts - Forex 2
      • Supplier Invoices
      • Supplier Payments - Forex 2
  • Transactions > Enable 'Record Foreign Exchange Loss' function in Ledger: Active if checkbox in Value column is checked. Usually added to:
    • Customer InvoicesCustomer Receipts - Forex 2 Supplier InvoicesSupplier Payments - Forex 2
      • Customer Invoices
      • Customer Receipts - Forex 2
      • Supplier Invoices
      • Supplier Payments - Forex 2

Creating Transaction Types

  • Transaction Types are created and customised for each organisation. Transactions that could be created for ledger entries include:
    • Cash Transactions: 
      • Cash-up Shortfall
      • Cash-up 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

Accounting Settings

ℹ️ 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 available Data Pipelines include:

  • Lgr_Rec/Lgr_All: Transaction View / Detailed Ledger View (depends on the selected View).
  • Lgr_Items: Transaction Items
  • Lgr_Allocation: The Allocated Transactions
  • Lgr_Filters: The Filter parameters
  • Entity: Lgr_BusEntity

Related Topics