Ledger Tutorials and Troubleshooting

A Ledger is a record-keeping system used to track, organise, and summarise financial transactions.

In QuickEasy BOS the ledger interface allows you to view transaction lists and general ledger accounts. (See the Customer and Supplier age analyses for the customer and supplier ledgers.)

The ledger also allows all the transactions that are posted to the ledger to be created from the New button.

Navigation Example: Main Menu > Accounting > Ledger

These tutorials explain how to display the ledger and use the context-menu functions.
They also provide troubleshooting solutions.

---

How to Display a Detailed Ledger

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

---

How to Display 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 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 display all the entries).
4. Click View (button).
5. Right-click an entry and select Open Transaction from the context menu.

---

How to Set the Various Date Options

1. Navigate to the Ledger (e.g. Main Menu > Accounting > Ledger).
2. Select a date option next to Set.
3. Refine the dates further by overtyping the date fields in the blocks provided (if applicable).
4. Click one of these radio buttons:
   1. Created: Displays records created during the selected dates.
   2. Trans: Displays records that have transaction dates during the selected dates.
   3. Updated: Displays records that were updated during the selected dates.
5. Click View (button).

---

How to Create a New Ledger Transaction

• All the transactions that update accounting (are posted to the ledger) can be created from the ledger. This helps to declutter the menu, because these transaction types do not have to be added to the menus.
• When a new transaction is created from the ledger, the filters on the list view are adjusted so the transaction is displayed (Radio Buttons = Created, Transactions; Date = Today).
• If items are not added to a ledger transaction, the transaction is not displayed in the ledger (because the display relies on item information).

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 new transaction as you normally would. See Transactions Viewing and Editing for more information.

---

Troubleshooting: How to Resolve Missing Transactions

• Only transactions that are in an Accounting Status are shown: Accounting status is set per Transaction Type on the Status tab.
• When capturing the transaction click Menu (button) > View Accounting Report.
  • The accounts and amounts that are debited and credited are shown.   
  •  If no entries are shown, the transaction will not be posted to the ledger.

---

Troubleshooting: The Detailed Ledger or Transaction has Changed

• If financial periods are not closed off, transactions may be recorded for any date. Consequently ledger balances for previous months may change.
• Transaction Types can have statuses where both the accounting and editing checkboxes are checked, which means they are shown in the ledger but can still be edited.

How to Display 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. To see the user who updated the transaction, make a note of the transaction type’s code in the Trans column and proceed with Step 2.

How to Display the User who Changed the Transactions: Step 2

1. Navigate to one of the Transaction Types that was changed as determined by Step 1.
2. Select the same period next to Set (e.g. This Month).
3. Click Updated (radio button).
4. Uncheck any of the Statuses if they are checked.
5. Click View (button).
6. Click the first column: Field Chooser (*).
7. Check the box next to Updated By.
8. Click anywhere outside the Field Chooser to close it.
9. The name of the User who updated the transaction is displayed in the column, Updated By. 

---