Ledgers

Every ledger of one set of books: the standard ledgers copied from your organization's chart, bank ledgers, and the party ledgers of customers, society members, channel partners and vendors. Use this tab to find a ledger, add one, retire one you no longer use, or jump to its report.

Where to find it

Open Accounting > Chart of Accounts in the sidebar and choose the Ledgers tab. The Ledgers count on the Books overview and the "N ledgers" links on the Groups tab also bring you here.

Access works as for the whole chart of accounts: you need any permission on Chart of Accounts, and the View permission on Books to choose the books. The Books switcher at the top right picks which set of books you are looking at. See Chart of accounts: Groups.

What you see

The tab opens with: "Every ledger of these books. Ordinary ledgers carry a code you choose; party ledgers get a generated code (CUST-, TEN-, CP-, VEN-) and link to the person, company or member."

A Grouped / List switch chooses the view. Grouped is the default, and your choice is remembered in this browser.

Filters, in both views:

• Nature: Any nature, or Asset, Liability, Equity, Income or Expense.
• Kind: All ledgers, Ordinary ledgers, Party ledgers, People, Companies, Society members or Bank ledgers.
• Bill-wise: Bill-wise or not, Bill-wise only or Not bill-wise.
• Escrow: Escrow or not or RERA escrow only.
• Active: Active only (the default), Retired only or Active and retired.

Grouped view

A search box ("Search by code, name, party, description or group") filters as you type. Below it, a count of the ledgers shown, and Expand all / Collapse all (hidden while you are searching).

The classes and groups appear as a tree, each with "N ledgers". Click a group to open or close it; the groups you open are remembered for these books in this browser. While you search, every group with a match opens. Each ledger row shows its code (click it to open the ledger), name, a lock on system ledgers, the party or description, the bank and last four digits for a bank ledger, and badges for Bill-wise, RERA escrow, the tax type and rate, and Retired.

The view loads up to 5,000 ledgers. With more, the count adds "(first N of M; narrow the filters)". When nothing matches: "No ledgers match."

List view

A search box ("Search by code, name or description") and a Group filter ("All groups") join the filters above. The columns:

Column	What it shows
Code	The ledger code; click it to open the ledger.
Ledger	The name, a lock on system ledgers, the party or description, and the bank and last four digits for a bank ledger.
Group	The group, with its nature.
Flags	Bill-wise, RERA escrow, the tax type and rate, and Retired.
Actions	The row's icons.

The list is sorted by code. When nothing matches: "No ledgers match".

The party line reads "<name> (person)", "<company> (company)" or "<member> · member <no>".

What you can do

Party ledger

Opens the Party ledger dialog: "Finds the party's ledger in these books or creates it: customers under Receivables, members under Compensation, channel partners and vendors under Payables, all bill-wise."

• Party: Person (customer, vendor), Company (channel partner, contractor) or Society member. Hint: "A party ledger is settled bill by bill and cannot be re-linked later."
• Then Person (placeholder "Search by name, phone or email"); or Company (placeholder "Search active companies"); or Society and then Member ("Choose the society first", then "Search by name, phone, membership or flat").
• Leaving the choice empty shows "Pick the person", "Pick the company", "Choose the society" or "Pick the member".
• The dialog opens on Person (customer, vendor). If you can't search people, it shows "Searching person (customer, vendor) needs read access to that module." until you pick another kind.

Click Open ledger, or Cancel.

• Who: anyone with the Create permission on Chart of Accounts. In the default roles that is the Administrator, the Finance Lead and the Accountant. Without it the button isn't shown.
• Searching needs the View permission on Contacts for a person, on Companies for a company, or on both Societies and Tenants for a member. Kinds you can't search are left out of the list.
• What happens next: if the party already has a ledger in these books, that ledger is used; otherwise one is created. You see "Ledger <code> · <name> is ready." and the ledger opens in the edit panel.
• If it's refused: "The group a party ledger needs is missing from these books. Sync the templates first." Use Sync from templates on Component mappings.

New ledger

Opens the New ledger panel, in four sections.

Ledger

• Group (required): empty shows "Choose a group".
• Code: up to 30 characters, turned to capitals; only letters, digits and _ . - ("Letters, digits, _ . - only"). Placeholder "1130". Required for an ordinary ledger ("Enter a code (party ledgers get one automatically)"); greyed out with the placeholder "Generated" for a party ledger. Hint: "Unique in these books; never reused." or "Party ledgers get CUST- / TEN- / CP- / VEN- codes."
• Name (required, up to 150 characters).
• Description (up to 255 characters).

Party

• The same Party choice as above, plus No party (ordinary ledger), the default.

Bank and tax

• Bank account (placeholder "Not a bank ledger"): the bank accounts of the books' company, shown as "<bank> ····<last 4> · <purpose>". Hint "Accounts owned by <company>." Without the View permission on Bank Accounts it is greyed out with "Needs the Bank Accounts permission."
• Tax type (placeholder "Not a tax ledger"): CGST, SGST, IGST, TDS, TCS, Cess or Other. Hint "For duties and taxes ledgers (GST, TDS, TCS)."
• Rate (0 to 100 %), shown once a tax type is chosen.
• Inventory role (placeholder "Stays in the P&L"): Construction cost, Rehab cost or Borrowing cost. Hint: "Expense ledgers the revenue run moves into inventory: construction and borrowing cost to 1500, rehab cost to 1600, as the revenue policy says." Leave it blank for a ledger whose balance should stay in the profit and loss.

Behaviour

• Bill-wise: "Settled bill by bill; every posting carries allocations."
• RERA escrow: "Read by the 70/30 escrow statement." A ledger with this flag is listed in the ledger table of the RERA accounts statement; the flag changes nothing else.
• Active (ticked): "Retired ledgers keep their history but take no postings."

Click Add ledger, or Cancel.

• Who: anyone with the Create permission on Chart of Accounts. Without it the button isn't shown.
• What happens next: "Ledger <code> added."
• If it's refused:
  • "An account with this code already exists in these books" on Code, or "An account with this name already exists in these books" on Name.
  • "A ledger links to at most one party: a person, a company or a society member."
  • "A bank ledger must point at a bank account owned by the books' company."

Edit

Click a ledger's code, or its pencil icon (tooltip "Edit <code>"), to open "<code> · <name>".

• Code is fixed ("Fixed once created.").
• "Copied from template <code>." shows when the ledger came from your organization's templates.
• A party ledger shows its party with "The party link cannot be changed."
• On a system ledger the panel says "A system ledger (cash, profit and loss, rounding) keeps its name and group and stays active." and greys out the group, name, party and Active.
• To retire a ledger, untick Active.

Click Save changes, or Cancel.

• Who: anyone with the Edit permission on Chart of Accounts (the Administrator, the Finance Lead and the Accountant in the default roles). Without it the icon is an eye (tooltip "View <code>") and the panel opens read-only with a Close button.
• Greyed out: Save changes stays greyed out until you change something. No reason is shown on hover.
• What happens next: "Ledger <code> updated."
• If it's refused:
  • "An account with this name already exists in these books" on Name.
  • "The party link of a ledger cannot be changed once set."
  • "A group can only move within its own nature (asset, liability, equity, income or expense)." when you move a ledger that already has postings to a group of another nature.
  • "System ledgers keep their name and group and stay active".

Ledger report

The book icon on a row (tooltip "Ledger report") opens the Ledger report for that ledger in these books.

• Who: anyone with the View permission on Reports. Without it the icon isn't shown.

Delete

The bin icon (tooltip "Delete <code>") asks "Delete ledger?": "<code> <name> will be removed. A ledger with postings, mappings or bills cannot be deleted; retire it instead (edit, untick Active)." Click Delete, or Cancel.

• Who: anyone with the Delete permission on Chart of Accounts. In the default roles that is the Administrator and the Finance Lead. The icon isn't shown on system ledgers or without the permission.
• What happens next: "Ledger <code> deleted."
• If it's refused: "Postings or mappings reference this ledger; retire it with is_active=false". The ledger has voucher lines, bills, a component mapping or payments. Retire it instead: edit it and untick Active.

Statuses

• Active: the ledger takes postings.
• Retired: the ledger keeps its history but takes no postings. Posting to it is refused with "Account <code> <name> is retired".

Tick or untick Active under Edit to move between them. System ledgers always stay active.

Things to know

• Party ledgers are usually created for you. Issuing a demand, recording a receipt, accruing a member's benefit and approving a commission each create the party's ledger the first time it is needed. Use Party ledger when you want the ledger before any of that happens.
• Where party ledgers go and how they are coded:
  • a person gets a CUST- code in the Receivable group;
  • a society member gets a TEN- code in Compensation, named "<name> (Member <no>)";
  • a company gets a CP- code in Payable, or a VEN- code when its company type is Vendor or Contractor. Codes are numbered in sequence with five digits. If the name is already taken, the code is added to the name. A person always gets a CUST- ledger, even when the person is a vendor.
• Party ledgers made with New ledger aren't bill-wise unless you tick Bill-wise. The Party ledger button always creates them bill-wise.
• Bank ledgers. Saving a bank account with the Collection account, RERA separate account, Operative account or GST purpose for a promoter whose books are active creates its bank ledger (code BANK-, in the Bank group, marked RERA escrow). For accounts saved before the books existed, use Sync bank ledgers on the Project overview; one click creates every missing ledger for the four accounts. The standard chart also seeds four bank templates for them: 1100 Bank - Collection Account, 1105 Bank - RERA Separate Account, 1110 Bank - Operative Account and 1120 Bank
  • GST. RERA sweeps and escrow withdrawals post Contra vouchers between these ledgers (see RERA accounts and the daily sweep).
• System ledgers. 1000 Cash in Hand, 3200 Profit & Loss Account and 5570 Rounding Off keep their name and group, stay active and can't be deleted. The year-end close posts into Profit & Loss Account.
• Retiring a mapped ledger stops automatic postings. The next demand, payout or commission that would post to it is refused with "Account <code> <name> is retired". Remap the component on Component mappings first. Automatic postings also need these standard ledgers to stay active: 1000, 1300, 1311, 1312, 1313, 2230, 2300, 3200 and 4300. If one is retired, postings are refused with "These books have no active ledger copied from template <code>; sync templates".
• The inventory role feeds the revenue run. Under the books' revenue policy, each revenue run moves the project balance of every expense ledger with a role into inventory: Construction cost and Borrowing cost to 1500 Construction Work-in-Progress, Rehab cost to 1600 Land and Development Rights (borrowing and rehab cost only while the policy capitalises them). Cost of sales is later taken out of those two ledgers. The seeded chart gives the role Construction cost to the ledgers of the Construction Cost group (5140 Freight & Relocation Services - Vendors, 5150 Approval and Statutory Fees, 5160 Contractor Work Bills, 5170 Professional and Consultancy Fees), Rehab cost to the Rehab Cost group (5100 Displacement Rent Expense, 5110 Corpus Expense, 5120 Transport Compensation - Tenants, 5300 PAP Buyback Cost, 5310 Area Shortfall Compensation - Tenants) and Borrowing cost to 5530 Interest Expense. A ledger you add for a construction or rehab cost only reaches inventory once you give it a role here. The role isn't shown in the grid or tree; open the ledger to see it.
• The revenue run needs its standard ledgers active. A run posts to 1220 Contract Asset - Unbilled Revenue, 1270 Contract Acquisition Costs, 1500 Construction Work-in-Progress, 1510 Completed Units - Inventory, 1600 Land and Development Rights, 2100 and 2110 Contract Liability, 2115 Contract Liability - Rehab Consideration, 2640 Provision for Onerous Contracts, 4140 Revenue - Rehab Units, 5400 Cost of Sales - Units, 5410 Expected Loss on Onerous Contracts and 5530 Interest Expense, as the policy calls for them. If one is retired or missing (books set up before the template existed), preparing, recomputing or posting a run stops with "These books have no active ledger copied from template <code>; sync templates"; Sync from templates on Component mappings adds the missing ones.
• Codes are never reused. Retire a ledger rather than deleting and re-creating it.
• No History button here. Changes to ledgers are recorded in the Audit log under Settings, where they appear as Ledger.
• Your organization can rename the grid's column titles, so your screen may use different words.

Related

• Chart of accounts: Groups
• Component mappings
• Organization templates (Chart templates)
• Ledger report
• Opening balances
• RERA accounts
• RERA accounts and the daily sweep
• Outstanding bills
• Project overview
• Audit log
• Revenue policy
• Revenue run
• Budget Cost