What is the General Ledger for?
It is the master record of your books, showing every single posting for an account. Other reports like the Profit and Loss summarise this data. Use this screen to find which specific entry caused a wrong figure on a statement.
How do I read one account's ledger?
- Open the Account dropdown and pick an account, noting the code, name, and current balance.
- Check the year badge in the top right, as this screen only shows the current financial year.
- Read the rows in date order, noting that debit and credit amounts sit in separate columns.
- Check the Balance column, which shows the running total on the account's normal side.
- Read the Closing balance strip at the bottom to see the figure that carries to the Trial Balance.
- Press Export CSV if you need the rows in a spreadsheet for your accountant.
How do I chase a wrong figure to its source?
- Note the account code behind the wrong figure on your statement, for example 4000 for Sales.
- Pick that account in the General Ledger and scan for an amount matching the error size.
- Look for duplicate amounts if no single row matches the error, as duplicates are common.
- Read the Ref and Narration of the suspect row to identify the source screen.
- Go to the source screen, such as Cash or Journal Entries, and fix the entry there.
- Return to the General Ledger and reload to confirm the closing balance is now correct.
How do I prove a bank or cash figure?
- Pick 1000 Cash & Bank in the Account dropdown.
- Compare the running balance after the last row with your real bank and cash totals.
- If they differ, find the last date where the two agreed and read forwards from there.
- Remember this shows the whole company's cash and bank combined. Per account balances and reconciliation are on the Bank screen.
What this does to your books
This module only reads data. It does not post anything or change your accounts. You must fix errors on the screen that created the entry.