Ledger entry shows one ledger transaction: its lines, where it came from and a note. From here you copy it to the journal, move a line to another account, and void or reverse it.
Open a ledger entry
- Open Ledger from the side menu under Accounting and select a transaction. Or open Ledger entries and select Open transaction on a row.
The entry opens on its own page, not next to the list. Back returns to Ledger. The page is shown to a Financial admin or Admin, in a band and in an artist profile. Changing an entry needs Finance & accounting (Band Gold, Artist Gold). Without it the entry stays readable and the action buttons are disabled.
Header
The heading reads Ledger entry: …, followed by the description of the transaction or its number. The action buttons are on the right.
A transaction that has been voided or reversed, or that was created to void or reverse another, shows a notice instead of void and reverse actions:
| Notice | Meaning |
|---|---|
| This ledger entry has been voided by another ledger entry. | A void transaction cancels it out. |
| This ledger entry has been reversed by another ledger entry. | A reversal transaction cancels it out. |
| This ledger entry was created to void another ledger entry. | This entry is the void. |
| This ledger entry was created to reverse another ledger entry. | This entry is the reversal. |
Each notice has a link, View entry #…, to the other transaction.
Lines
A table with one row per line of the transaction, and a total.
| Column | Shows |
|---|---|
| Number | The account code. |
| Name | The account name. |
| Description | The memo of the line. |
| In EUR | The net amount of the line, debit minus credit. |
| Debit, Credit | The amount on each side. |
The last row, Total EUR:, adds up the debit and credit sides. A line that has been moved to another account shows Reclassified — view entry #…, with a link to the journal that moved it.
Details
| Field | Shows |
|---|---|
| Ledger entry number | The transaction number. |
| Receipt | The receipt number. Only shown when the transaction has one. |
| Date | The transaction date. |
| Created | When the transaction was created. |
| Created by | Who created it. |
| Origin | What posted it, for example an invoice or a purchase. When the source has a page, the label is a link to it. |
Note
A free-text note on the transaction. The field shows Add a note…. After a save the card shows Last edited by … with the name and date. Editing the note needs the Financial admin or Admin role and Finance & accounting. The note is searched by the search field in Ledger.
Actions
| Action | When it is offered | What it does |
|---|---|---|
| Copy | Always, unless a line uses an input or output VAT account, or the entry is a VAT settlement. | Creates a draft in Journal with the lines of this transaction and opens the Journal. The amounts are copied as they are, without a VAT split, so you can adjust them and approve the draft. |
| Reclassify account | The entry is not voided, reversed or a correction, is not a VAT settlement, and has at least one line that is not yet reclassified and does not use an input or output VAT account. | Opens Reclassify account. |
| Void | The transaction date is in a period that is still open. | Posts a new transaction that cancels this one out. Confirm with Void entry. For a merchandise sale it also marks the sale as voided and puts the sold stock back on hand, recalculating the product's average cost. |
| Reverse | The transaction date is in a closed period. | Posts a new, visible transaction in the current open period that cancels this one out. The original is kept unchanged. Confirm with Reverse entry. A merchandise sale is voided and its stock restored, as for Void. |
The app opens the new void or reversal transaction after you confirm. A VAT settlement entry has no void or reverse action.
Dialogs
Reclassify account
Opened with Reclassify account. It moves one complete ledger line to another account. It posts a journal immediately that reverses the amount from the source account and posts it to the destination account. VAT is not recalculated.
| Field | What to choose |
|---|---|
| Ledger line | The line to move. Lines that are already reclassified, or that use an input or output VAT account, are not offered. |
| Destination account | The account that receives the amount. Inactive accounts, input and output VAT accounts and the source account are not offered. |
| Note | A note for the journal. It starts as Reclassified … to … from ledger entry #…. |
Select Reclassify to post. The moved line then shows Reclassified — view entry #….