Ledger Edit Views

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.

This page lists the buttons and fields of the Ledger's edit views, for general transactions and for customer and supplier transactions.

Edit View

Info

Information on Editing:

When a Transaction only has one item, the amount and accounts can be edited in the transaction header.
From the Menu button you can Enable Debit & Credit. When enabled, you can set the Debit/Credit Type and select any Account on the Debit and Credit side. This feature should ideally only be used in General Journal transactions.
Transactions can be created directly in the Ledger or in separate Accounting modules. The source transactions created in separate modules (Customer Invoices, Customer Credit Notes, Supplier Invoices, Supplier Debit Notes) should not be edited in the Ledger, but transactions affecting them can (e.g. allocating a Customer Receipt).

General Transactions Buttons Explained

Button	Description
Status Bar	Change the status of the transaction. Options are Pending (editable), Complete (read-only), Cancelled (deleted)
⬆ ⬇	Arrow keys to scroll to the next or previous transaction.
Recent	Shows the most recent transactions created in the same session.
Output	Output PDF documents. Options are Print, Preview and Email.
Links	Links to any source documents used to create the transaction (also links to the document currently on screen).
New	Click the button to create another transaction of the same type. Click the arrow on the button to open a dropdown list from which a Transaction Type can be selected to create a transaction.
Delete	Deletes the current transaction (if it is in Pending status).
Save	Saves or refreshes the current transaction. If the transaction is complete (all the necessary fields filled in), clicking Save will change the transaction's status to Complete.
Done	If enabled, it posts the transaction to the Ledger. (Sets the Status to Complete.). If not enabled, it will return an error message: You can set the Status to Complete manually.
Actions	Update the 'From' Transaction: Update the source transaction. This feature is mainly applicable to automatically created entries like Discount or Forex Gains/Losses that originate on a different transaction. Update the Transaction Type: Change the Transaction Type being used to create the transaction. Edit Transaction (Password Required): Edit read-only transactions once a password is created. Copy to Expenses: Creates a Pending copy of the transaction in the Expenses Transaction Type.
Menu	Open Transaction in Module: Applicable to transactions that are entered outside of the Ledger (e.g. in the Supplier Invoice module). Used to make changes to a Transaction in the module which posts to the Ledger. Enable Debit & Credit: Select both the Debit and Credit Accounts. View Entity Summary: Opens a display with a summary of the Entity linked to the transaction. View linked Transactions: Opens a display on the right with a list of linked transactions, including the current transaction. View Audits: Displays a detailed record of who created and edited the transaction. Layout & Grids: Save Save (All Users) Restore Default (All Users)
Info (symbol)	Information block that provides details on the transactions and explains why a transaction cannot be edited.
Trial	Shows the transactions in a Trial Balance format.
Add Item	Add more items to split a transaction over multiple accounts.

General Transactions Fields Explained

Header: Expenses

Field	Description
Trans No.	A system-generated ledger number.
Date	The Date of the transaction.
Period	The Period of the transaction. The Date and Period might not match if a period-close was performed.
Expenses (Dr)	The name of the Account that is Debited.
Bank (Cr)	The name of the Account that is Credited.
Amount	The transaction Amount.
VAT	The VAT Type selected for the transaction.
Inc.	Choose whether the amount includes VAT (Inc) or excludes VAT (Exc).
Reference	The user-entered Reference.
Note	The user-entered Note.
Reconcile	Indicates if the transaction was Reconciled or to mark the transaction as reconciled.
Recurring	Indicates if the transaction is on the list of Recurring transactions or to add the transaction to the list.

Header: Other Transactions

Field	Description
Trans No.	A system-generated ledger number.
Date	The Date of the transaction.
Period	The Period of the transaction. The Date and Period might not match if a period-close was performed.
Reference	The user-entered Reference.
Note	The user-entered Note.
Reconcile	Indicates if the transaction was Reconciled or to mark the transaction as reconciled.
Recurring	Indicates if the transaction is on the list of Recurring transactions or to add the transaction to the list.

Columns

Info

Not all columns are available for every Transaction Type.

Fields marked in blue (✎) can be edited.

Field	Description
Field Chooser (*)	Add or remove columns.
ID	The system-generated transaction number.
Description	The Description entered by a user. The description shows the default if you do not overtype it.
Dr Category	The Category to which the account that was Debited belongs.
Expense Allocation	Allocate an Expense to a Work Order or Sales Order.
Debit	The Account that was Debited for the line item.
Cr Category	The Category to which the account that was Credited belongs.
Credit	The Account that was Credited for the line item.
Cost Centre	A dropdown list from which a Cost Centre can be chosen.
Department	A dropdown list from which a Department can be chosen.
VAT Type	The VAT Type that was selected for the line item.
VAT %	The VAT percentage applicable to this transaction.
VAT	Choose whether the amount includes VAT (Inc) or excludes VAT (Exc).
Total ZAR	The line item's VAT Exclusive Amount in Local Currency.
Total ZAR (inc)	The line item's VAT Inclusive Amount.
Total ZAR (exc)	The line item's VAT Exclusive Amount in Local Currency.
Allocated Total	The amount of Expenses that were allocated.
VAT	The Amount of VAT applicable to the line item.
Total (inc)	The line item's VAT Inclusive Amount.
...	Click the cross to delete the line item (if the transaction is still Pending).

Customer and Supplier Transactions Buttons Explained

Button	Description
Status Bar	Change the Status of the transaction. Options are Pending (editable), Complete (read-only), Cancelled (deleted)
⬆ ⬇	Arrow keys to scroll to the next or previous transaction.
Recent	Shows the most recent transactions created in the same session.
Output	Output PDF documents. Options are Print, Preview and Email.
Links	Links to any source documents used to create the transaction (also links to the document currently on screen).
New	Click the button to create another transaction of the same type. Click the arrow on the button to open a dropdown list from which a Transaction Type can be selected to create a transaction.
Delete	Deletes the current transaction (if it is in Pending status).
Save	Saves or refreshes the current transaction. If the transaction is complete (all the necessary fields filled in), clicking Save (button) will change the transaction's status to Complete. The Save (button) is greyed out if there are no changes to save: Change the Status manually, then click Save (button).
Done	If enabled, it posts the transaction to the Ledger. (Sets the Status to Complete.). If not enabled, it will return an error message: You can set the Status to Complete manually.
Actions	Update the 'From' Transaction: Update the source transaction. This feature is mainly applicable to automatically created entries like Discount or Forex Gains/Losses that originate on a different transaction. Update the Transaction Type: Change the Transaction Type being used to create the transaction. Update from Supplier Payment: Only appears when processing a Ledger Supplier Payment. Updates the transaction that was created using the Supplier Payment module. The fields are prefilled. You only need this button if you change the transaction and want to revert to the original supplier payment. Create/Update a Service Ticket: Create or update a Service Ticket. Edit Transaction (Password Required): Edit read-only transactions once a password is set up. Copy to Expenses: Creates a Pending copy of the transaction in Expenses Transaction Type.
Menu	Open Transaction in Module: Applicable to transactions that are entered outside of the Ledger (e.g. in the Supplier Invoice module). Used to make changes to a Transaction in the module which posts to the Ledger. Find Customer/Supplier: Find the customer or supplier using a source document or account number. Once found, the customer or supplier's name is automatically filled in the Customer/Supplier field. Enable Debit & Credit: Select both the Debit and Credit Accounts. View Customer/Supplier Summary: View a Summary of the customer or supplier's transactions. View Entity Summary: Opens a display with a summary of the Entity linked to the transaction. View linked Transactions: Opens a display on the right with a list of linked transactions, including the current transaction. View Audits: Displays a detailed record of who created and edited the transaction. Email Excel: Opens an email with the current item as an attachment in .xlsx format. Export Grid: Opens a file browser for you to save the current item in .xlsx format on your server. Layout & Grids: Save Save (All Users) Restore Default (All Users)
Info (symbol)	Information block that provides details on the transactions and explains why a transaction cannot be edited.
Trial	Click to view the transaction in a Trial Balance format.
Add Item	Add another line item. Used when a transaction is split across multiple accounts.
Clear	Clears all the allocated transactions.
Menu	Clear Overpayment: Write off an Overpayment. The system creates a Pending transaction to a specified account. Clear Selection: Resets the checkboxes that were clicked.
Select	Click the button to manually select invoices (click the checkboxes). Filter outstanding transactions by clicking the arrow on the Select button. Options are: Outstanding: All outstanding invoices. 30 days +: Excludes current invoices. 60 days +: Excludes current and 30-day invoices.
Allocate	Click the button to auto-allocate invoices (if none are selected) or to allocate the selected invoices.
From	Prefills the source document that was used to create the transaction (e.g. discount transactions).
Bank ID	Prefills the batch number if the transaction was created using a Bank Import.
Updated	User who last updated the transaction.
Date and Time	Date and Time of the last update (in the server's time zone).
Currency	The Currency of the current transaction.
Rate	The Rate of Exchange.

Customer and Supplier Transactions Fields Explained

Field	Description
Trans No.	A system-generated ledger number.
Date	The Date of the transaction.
Period	The Period of the transaction. The Date and Period might not match if a period-close was performed.
Customer / Supplier	The name of the customer or supplier.
Bank	The name of the Bank Account where applicable (e.g. for Customer Receipts and Supplier Payments). The bank field will change depending on the transaction.
Amount	The transaction Amount.
VAT	The VAT Type selected for the transaction.
Inc.	Choose whether the amount includes VAT (Inc) or excludes VAT (Exc).
Reference	The user-entered Reference.
Note	The user-entered Note.
Reconcile	Indicates if the transaction was Reconciled or to mark the transaction as reconciled.
Recurring	Indicates if the transaction is on the list of Recurring transactions or to add the transaction to the list.
Field Chooser (*)	Add or remove columns.
ID	The system-generated transaction number.
Description	The Description entered by a user. The description shows default if you do not overtype it.
Dr Category	The Category to which the account that was debited belongs.
Expense Allocation	Allocate an Expense to a Work Order or Sales Order.
Debit	The Account that was Debited for the line item.
Cr Category	The Category to which the account that was Credited belongs.
Credit	The Account that was Credited for the line item.
Cost Centre	A dropdown list from which a Cost Centre can be chosen.
Department	A dropdown list from which a Department can be chosen.
VAT Type	The VAT Type that was selected for the line item.
VAT %	The VAT percentage applicable to this transaction.
VAT	Choose whether the amount includes VAT (Inc) or excludes VAT (Exc).
Total ZAR	The line item's VAT Exclusive Amount in Local Currency.
Total ZAR (inc)	The line item's VAT Inclusive Amount.
Total (exc)	The line item's VAT Exclusive Amount.
Allocated Total	The amount of Expenses that were allocated.
VAT	The amount of VAT applicable to the line item.
Total (inc)	The line item's VAT Inclusive Amount.
...	Click the cross to delete the line item (if the transaction is still Pending).
Trans	A code that indicates the Transaction Type of the allocated transaction.
No.	The number of the source document (e.g. invoice number)
Date	The Date of the allocated transaction.
Reference	The Reference entered in the allocated transaction.
Total	The Total Amount due on the source document.
Allocated	The Amount that was allocated.
... A submenu that lets you:	Open Transaction: View the source document. Delete Allocation: Clear only the allocation for that line.
Trans	A code that indicates the Transaction Type of the allocated transaction.
No.	The number of the source document (e.g. invoice number)
Date	The Date of the allocated transaction.
Reference	The Reference entered in the source document.
Total	The Total Amount due on the source document.
Outstanding	The Amount that is outstanding.
Allocate	Click the button to auto-allocate the invoices, or to allocate the selected (ticked) invoices. Once allocated the amount (in the header) will prefill to match the transaction value. You may overtype the amount allocated to change it (e.g. if discount applies).
Checkbox	To select outstanding items to allocate.
...	A submenu that lets you: Discount Transaction: Write the remaining balance off as a discount paid or received. If clicked, a popup appears requesting confirmation: Discount the outstanding? Discount can be entered regardless of the status of the transaction. The discount transaction will remain in a Pending state until it is marked complete. The transaction can be accessed from Links (button). Open Transaction: Open the source transaction.
From	Prefills the source document that was used to create the transaction (e.g. discount transactions).
Bank ID	Prefills the batch number if the transaction was created using a Bank Import.
Updated	User who last updated the transaction.
Date and Time	Date and Time of the last update (in the server's time zone).
Currency	The Currency of the current transaction.
Rate	The Rate of Exchange.

Warning

All transactions should have both Debit and Credit entries. However, in QuickEasy BOS Enterprise it is possible for someone to create or edit a transaction and leave it in an incomplete state. When this happens a red warning bar appears to warn of a Trial Error.

Ledger Edit Views

Overview#

Edit View#

General Transactions Buttons Explained#

General Transactions Fields Explained#

Customer and Supplier Transactions Buttons Explained#

Customer and Supplier Transactions Fields Explained#