General Ledger

The General Ledger stores all posted and unposted transactions throughout the program.  From inside the General Ledger form you can review all the activity for a specific Account ID.  By default, the program will show every transaction for the selected Account ID.  The following will explain in detail the fields shown in this form.

1.        In the Account ID field, use the dropdown combo box button to view specific Account ID's activity.

2.        The Description, Account Group, Current Balance and Historical Balance fields will change as Account ID is selected.

3.        In the Date Range field, you can filter activities to be shown in the grid area.  There are a number of predefined date ranges to choose from.  You may also use the drop down arrow buttons next to the From Date or To Date to open the miniature calendar form to graphically enter your date range.  Choose "All Dates" to view all the transactions for the selected Account ID again. This field will save the last used range, thus using that range when the user reopened the form. See: Date Range in General Ledger Form

4.         ellipse button before each line in the grid area is used to open the General Ledger Detail form where other entries that complete the selected debit or credit activity will be shown.

5.        The Balance field value will depend on the account type. For Asset/ Expense accounts, value of this field is equal to Debit minus Credit. While for Liability/ Revenue/ Equity accounts, it will use Credit minus Debit formula.

Current Balance vs. Historical Balance

The Current Balance field will show the current balance of an account on all posted transactions, regardless of the Date Range or date selected in the Date From and Date To fields, while Historical Balance field will be computed as the balance of the account 'As of' the 'To Date'.

The record navigation buttons at the bottom of the form are used to move from one record to another.  It also displays how many records are in the general ledger form and what record you are currently on.  Clicking on one of the four buttons will navigate you through your existing data.

Toolbar Buttons

Toolbar Buttons perform an action on the current record like adding, deleting or saving.

The Print button will allow you to review and print the GL report and Grid Preview. See: What You See is What you Get Printing, Grid Preview of General Ledger, Print Options for General Ledger and Batch Bill Entry form

The GL Detail button will open the General Ledger Detail form where you can view an entire list of transactions in your general ledger.

The Journal button will open the General Journal form that can be used to enter transactions directly into the general ledger.

The Close button will close the General Ledger form.

Press F1 or click F1-Help button at the bottom left of the form for help on the form that is currently opened.

Related Topic:

Changes on General Ledger Form