Ledger Tutorials and Troubleshooting

The ledger interface is explained on Ledger List Views.

💡These tutorials explain how to view the detailed ledger and transaction lists, create ledger transactions and resolve missing transactions.

Display, Filtering, and Context Menu#

How to View a Detailed Ledger#

1. Navigate to the Ledger (e.g. Main Menu > Accounting > Ledger).
2. Click the radio button next to Ledger.
3. Adjust the dates as needed (select No Date to show all the entries).
4. Click View (button).

How to View a Transaction List#

1. Navigate to the Ledger (e.g. Main Menu > Accounting > Ledger).
2. Click the radio button next to Transactions.
3. Adjust the dates as needed (select No Date to show all the entries).
4. Click View (button).

How to View Transaction Items#

1. Navigate to the Ledger (e.g. Main Menu > Accounting > Ledger).
2. Click the radio button next to Items.
3. Adjust the dates as needed (select No Date to show all the entries).
4. Click View (button).

How to Open a Transaction#

1. Navigate to the Ledger (e.g. Main Menu > Accounting > Ledger).
2. Click the radio button next to Transactions.
3. Adjust the dates as needed (select No Date to show all the entries).
4. Click View (button).
5. Right-click an entry and select Open Transaction.

How to Set the Different Date Options#

1. Navigate to the Ledger (e.g. Main Menu > Accounting > Ledger).
2. Select a date option next to Set.
3. Change the dates in the date fields, if needed.
4. Click one of these radio buttons:
   • Created: Shows the records created during the selected period.
   • Trans: Shows the records with transaction dates in the selected period.
   • Updated: Shows the records updated during the selected period.
     • Note: These radio buttons apply only if the display option is Transactions or Items.
5. Click View (button).

Creating#

How to Create a Ledger Transaction#

1. Navigate to the Ledger (e.g. Main Menu > Accounting > Ledger).
2. Click New (button) and select an option from the dropdown list.
   • Note: The list is divided into Customer, Supplier and other transactions.
3. Create the transaction (see Transactions Edit View Tutorials).

Troubleshooting#

How to Resolve Missing Transactions#

• Only transactions with an accounting status appear. The accounting status is set per Transaction Type on the Status tab.
• When capturing the transaction, click Menu (button) > View Accounting.
  • The accounts and amounts debited and credited appear.
  • If no entries appear, the transaction is not posted to the ledger.
  • If the option View Accounting is unavailable, the Transaction Type is not set to post to the ledger (that is, accounting is disabled).

The Detailed Ledger or Transaction Has Changed#

• If financial periods are not closed, transactions may be recorded for any date. As a result, ledger balances for previous months may change.
• Transaction Types can have statuses with both the accounting and editing checkboxes checked: their transactions appear in the ledger but can still be edited.

How to View a List of Changed Transactions: Step 1

1. Navigate to the Ledger.
2. Click Updated (radio button) next to the date filters.
3. Click Transactions (radio button).
4. Select the period you want to check (e.g. This Month) next to Set.
5. Click View (button) to see which transactions were updated.
6. Note the Transaction Type’s code in the Trans column, and go to Step 2 to see who updated the transaction.

How to View the User Who Changed the Transactions: Step 2

1. Navigate to the Transaction Type found in Step 1.
2. Select the same period under Set (e.g. This Month).
3. Click Updated (radio button).
4. Uncheck all the statuses.
5. Click View (button).
6. Click Field Chooser (*) in the first column.
7. Check the box next to Updated By.
8. Click anywhere outside the Field Chooser (*) to close it.
   • Note: The Updated By column shows the user who last updated each transaction.