Ledger report
The ledger of one account between two dates: opening balance, every posting with a running balance, and closing balance, with CSV export.
Ledger report
The ledger of one account for a date range: the balance brought forward, every posting in the range with the balance after it, and the closing balance. Use it to answer "what went through this account, and what does it stand at now?", for a bank, a customer, a vendor or any other ledger.
Where to find it
In the sidebar, open Accounting and choose Reports. The Ledger tab is the first tab. You can also get here from:
- the Reports quick link on the Books overview, and Run a report on the dashboard;
- the Ledger report icon beside a ledger on the chart of accounts, which opens this report on that ledger;
- a ledger name on the Trial balance, Profit & loss or Balance sheet;
- a ledger on a voucher's lines (see Voucher);
- the ledger links on a booking's Demands & money tab.
The reports area needs the View permission on Reports. Without it the page shows "No access" and "You do not have permission to view reports. Ask your administrator." In the default roles, the Administrator, Finance Lead, Accountant, Project Manager, Sales Manager, Compliance Officer, Auditor and Rehab Officer have it.
The Books switcher at the top right chooses whose books you report on, as on Vouchers. Choosing books needs the View permission on Books. Picking a ledger needs the View permission on Chart of Accounts.
The page header reads "Read straight from posted vouchers and opening balances: ledgers, trial balance, day book, the period cache, profit and loss, balance sheet, ageing, the RERA accounts statement and the organization-wide consolidation." The tabs are Ledger, Trial balance, Day book, Period balances, Profit & loss, Balance sheet, Ageing, RERA accounts (see RERA accounts) and Consolidated.
Before you start
The books need a fiscal year covering the From date (see Fiscal years).
What you see
Filters across the top:
- Ledger: search by code or name (placeholder "Search ledgers by code or name"). Retired ledgers are listed too, marked "Retired", so you can still read their history.
- From and To: the date range. They start from the first day of the fiscal year that holds today, to today.
- Cost centre: All, or one cost centre of these books.
Until you pick a ledger the page shows "Pick a ledger" and "Search by code or name; the ledger shows the postings between the two dates with a running balance."
Once a ledger is picked, a line above the table shows its code and name, its nature (for example Asset or Income), its group, a Bill-wise badge when it is bill-wise, the cost centre if you chose one, and "FY <name> · <from> to <to> · <n> entries".
The table:
| Column | What it shows |
|---|---|
| Date | The voucher date. |
| Voucher | The voucher number as a link, with its type underneath. |
| Particulars | The other ledger of the entry ("code · name"), or "<n> ledgers" when there are several; the narration; and badges for a Reversed status, the line's cost centre, and what the entry belongs to: Booking (a link to the booking with the View permission on Bookings), Demand, Payment or Commission. |
| Debit / Credit | The amount on this ledger. |
| Balance | The running balance after this entry, such as "12,000.00 Dr" ("0.00" when it is nil). |
The first row is Opening balance and the table ends with Period totals and Closing balance. When nothing was posted in the range it reads "No postings in this range."
For a bill-wise ledger, and with the View permission on Vouchers, a link Outstanding bills on this ledger appears below the table.
What you can do
Show the other side
The arrow at the end of a row expands it to list every other ledger of that voucher with its debit or credit, and the voucher's reference.
Export CSV
Downloads the ledger as a CSV file with the columns Date, Voucher, Particulars, Against, Debit, Credit and Balance, starting with the opening balance and ending with the closing balance.
- When it's greyed out: until the report has loaded.
Outstanding bills on this ledger
Opens the Outstanding bills tab. The tab opens on every open bill, so choose this ledger again in its ledger filter.
- Who: anyone with the View permission on Vouchers.
Things to know
- Which vouchers count. Only posted vouchers, including reversed ones and their reversals, which cancel each other out. Drafts and cancelled drafts never appear.
- How the opening balance is worked out. It is the ledger's opening balance for the fiscal year plus everything posted from the start of that year to the day before From. With a cost centre chosen, the opening row reads "(postings before the range only; opening balances are not cost-centred)", because opening balances aren't split by cost centre.
- Dr and Cr. A balance is shown on the side it faces: "Dr" for a debit balance (an asset, or a customer who owes you), "Cr" for a credit balance (income, or a vendor you owe).
- After a year close the ledger shows the closing journal that moved the year's income and expense to the profit and loss account.
- "date_to is before date_from" means To is earlier than From. It often happens when you arrive from a voucher line or the balance sheet for an earlier fiscal year: the link sets only To, so From stays at the start of the current year. Set From to an earlier date.
- "No fiscal year covers that date. Open the next fiscal year under Books first." means no fiscal year of these books holds the From date.
- The Demand, Payment and Commission badges are labels, not links. Open the voucher to see its source.
Related
Related
- Trial balanceScreen
Opening, period debit and credit and closing per ledger or per group for a fiscal-year range, on a grid you can sort, resize and filter by column, with the report's totals in the footer and CSV export.
- Day bookScreen
Every posted voucher line in a date range as a paged grid you can sort, resize and filter by column, with totals for what the filters match and CSV export.
- Period balancesScreen
The stored month-by-month opening, movement and closing of one ledger, used as a cross-check, with the action to rebuild it for the whole set of books.
- Outstanding billsScreen
The bills on bill-wise ledgers of the chosen books: what each bill was for, how much has been settled, what is still outstanding and how overdue it is.
- VoucherScreen
One voucher with its lines and bill allocations, its reversal links, its history, and the actions to post, reverse, cancel or delete it.
- Opening balancesScreen
The balances brought forward into a fiscal year, one amount and side per ledger, typed in one table and saved as a whole, with running debit and credit totals.
- Cost centresScreen
The cost-centre tree of a set of books, usually one per project with a child per tower, so the ledger and the reports can be cut by project; mirror the projects in one click or add cost centres by hand.
- Books, the active books switcher and cost centresConcept
A set of books is the ledger of one promoter company: every posting for a project lands in its promoter's books, every accounting screen works on the one set chosen in the Books switcher, and cost centres inside the books (usually one per project with a child per tower) let the ledger and reports be cut by project.
- Fiscal years, periods, locks, opening balances and the year-end closeConcept
Each set of books runs in fiscal years of twelve monthly periods; a voucher can post only into an open year and an unlocked period, opening balances carry each ledger's balance into a year, the year-end close moves income and expense into Profit & Loss Account by a closing journal and writes the next year's openings, and a monthly balance cache is kept as a cross-check.
- Party ledgers, bill-wise tracking and ageingConcept
A party ledger is the bill-wise ledger a set of books keeps for one buyer, society member, channel partner or vendor, created on first use with a generated code; every posting on it is allocated as New Ref (opens a bill), Against Ref (settles one), Advance or On Account, so the books know what each bill still owes and how overdue it is.
- Report refuses the date range, or shows nothing for itTroubleshooting
Reports read posted vouchers between two dates: From must not be after To, the year-based reports keep the range inside one fiscal year, and an empty result usually means the range, the filters or a draft that was never posted.
- RERA accountsScreen
The RERA accounts statement for one set of books, or one project: what reached the collection account, what was swept to the separate and operative accounts and at what share, what was withdrawn from the separate account, and the movement on the four accounts' ledgers.
- Books overviewScreen
The home page of one set of books: its company and settings, counts, fiscal years, and shortcuts to the chart of accounts, vouchers, reports and opening balances, with the actions to rename, deactivate or delete the books.
- DashboardScreen
The page you land on after signing in: shortcuts to common jobs, a queue of what is waiting on you, the headline figures and one card each for projects, sales, stock, receivables, construction and the RERA accounts.
- LedgersScreen
Every ledger of the chosen set of books, as a grouped tree or a flat list, with the actions to add ledgers and party ledgers, edit or retire them, and open a ledger's report.
- Chart of accounts: GroupsScreen
The reporting groups of the chosen set of books as a tree under the five classes (asset, liability, equity, income, expense); add your own groups and delete empty ones.
- Profit & lossScreen
Income against expense for a range inside one fiscal year, with gross profit, net profit or loss, and CSV export.
- Balance sheetScreen
Assets against liabilities and equity as of a date, with the year's profit to date carried into equity and a check that the two sides agree.
- Demands & moneyScreen
The booking's demands, receipts and payouts, and channel-partner commission in one place, with shortcuts to raise a demand, record a receipt and accrue commission.