Ledger

Q1. What is the general ledger?

• The General Ledger shows all the different accounts and financial transactions that have been recorded for your business. This includes all types and classes of accounts, as well all types of business activity.

• It is a complete record of all financial transactions over the life of a company.

Q2. Can I customize the date range for the general ledger?

• Yes, you can customize the date range using the date selectors or use pre-defined commonly used date ranges.

Q3. Can I download the general ledger report for a specific period?

• You can download the report either as it appears on the UI (with the shown columns) or with all columns, including the hidden ones.

• See below for an example of the downloaded file.

Q4. What grouping options are available for the general ledger report?

Juan supports 5 options for grouping your transactions:

• By accounts

• By contacts

  • Note: For transactions that do not have an associated contact, they will be grouped under No Contact.

• By transactions

• By relationship

• By tax profiles

  • Note: Only transactions that make use of tax profiles will show up here.

Q5. Can I use filters on the general ledger?

• Yes, you can use filters on the general ledger.

Q6. How do I adjust the columns in my General Ledger?

• Adjust icon > adjust columns. These are the columns available to adjust your view:

  • Transaction Reference

  • Debit (PHP)

  • Credit (PHP)

  • Account

  • Account Type

  • Tracking Tags

  • Currency

  • Credit (Source)

  • Debit (Source)

  • Nano Classifiers (Single Column)

  • Nano Classifiers (Multi-Column)

  • Capsule

  • Contact Group

  • Contact Relationship

  • FX Rate: Source to Base

• Add hidden columns into your ledger view by clicking the + icon. Or vice-versa, hide selected columns by clicking the - icon.

• Rearrange your column views by dragging them to your preferred arrangement.

Q7. Can I download my ledger based on the adjusted view?

• Yes. Your download file, whether in Excel or PDF, will reflect the current ledger view.

Q8. How can I view the original amount of my transactions in the general ledger in the currency that was used in the transaction?

• You can adjust the columns in the general ledger to view the display currency, source debit/credit, and base debit/credit amounts.

  • Alternatively, you can click on the transaction record in the General Ledger.

  • This will bring up the transaction details, where you can view the transaction's original amount in the currency that was used for the transaction.

Q9. I see many different accounts relating to foreign exchange. What are they used for?

There are 3 accounts that Juan provides for managing foreign exchange transactions:

• FX Bank Revaluation (Gains)/Loss

  • This account is used to record the gain/loss incurred to the bank balance due to the change in exchange rates of the currencies

• FX Realized Currency (Gains)/Loss

  • If a transaction was conducted in a foreign currency (i.e. a currency that is different from your organization's base currency), there may be FX currency gains/losses depending on exchange rate differences between the date of the transaction and the date of payment.

• FX Unrealized Currency (Gains)/Loss

  • This account is used to record the gain/loss of unpaid cross-currency transactions due to fluctuations in exchange rates.

• FX Rounding (Gains)/Loss

  • This account is used to record small rounding errors because of the conversion of foreign currency amounts into the base currency.

  • These rounded amounts may not perfectly match the original amounts due to exchange rates or decimal precisions.

  • If the rounded amount is less than the calculated amount, the difference is recorded as a debit to this account. Conversely, if the rounded amount is greater than the calculated amount, the difference is recorded as a credit to this account.

Q10. Can I add notes to my ledger?

• Yes, enable Print Report Notes in Reports → Ledger → Configuration Icon → Display Options to add and format notes below the report. These notes will be included in the exported report.

Q11. Is it possible to include exchange rates in my ledger?

• Yes, enable Print Exchange Rates in Reports → Ledger → Configuration Icon → Display Options to display them below the report. They will also appear in the exported report.

Q12. Can I round the values in my ledger?

• Yes, enable Print Rounded Values in Reports → Ledger → Configuration Icon → Display Options to round all values to whole numbers. This also applies to the exported report.

Q13. How do I see balances rolled over year to year in my Retained Earnings?

• Use the custom date range feature in your Ledger to view the dynamically updated Retained Earnings balances for each financial year. These balances are automatically managed and adjusted based on changes to transactions or financial year settings.

Q14. How can I view the ledger entry of a transaction?

• Open a transaction, click the three-dot icon, and select See Ledger to view its ledger entry. This is applicable for the following:

  • Sales

    • Invoices

    • Customer Credits

    • Invoice Payments

    • Invoice Deposits

  • Purchases

    • Bills

    • Supplier Credits

    • Bill Payments

    • Bill Deposits

  • Journals

  • Cashflows

  • Fixed Assets

  • Schedulers

    • Subscriptions

    • Invoices

    • Bills

    • Journals