The General Ledger Report provides a view of all of the financial transactions in your account. This Help article will walk you through the steps of viewing, searching, filtering, and exporting your transactions.
Quick Summary of Step-by-Step Guide:
- Access the General Ledger Report
- View Cash or Accrual Transactions
- Sum Transactions
- Show Debit/Credit Amounts
- Find a Transaction
- Filter Transactions
- Sorting Transactions
- Viewing Transaction Details
- Exporting Transactions
In-Depth Step-by-Step Guide:
- Access the General Ledger Report:
To access the General Ledger Report click on the Reports tab, followed by the financial subtab and select General Ledger Report.
View Cash or Accrual Transactions:SQUAVA supports both cash and accrual methods for recording accounting transactions. The main difference is the timing of when revenue and expenses are recorded in your accounts. The Cash method recognizes revenue and expenses when money changes hands and the Accrual method recognizes revenue and expenses when they are earned or billed. Your General Ledger Report can be displayed as Accrual or Cash by clicking in the Method field and selecting either Accrual or Cash.
Sum Transactions:To the right of the Accrual/Cash box is a box label Sum by. This box allows you to group and sum your transactions by one or more of the selected columns. Clicking in this field will provide a drop-down menu that includes: Accounts, Type, No., Name, and Description. You can select as many as you need to customize your list. For Example: if you want to see the total amount of transactions for each of your Accounts, simply check the box next to Account and the table view will change. This is useful for identifying which accounts hold balances at specific periods of time to help find transactions that need your attention.
Show Debit/Credit Transactions:The General Ledger Report will default to include a single positive or negative amount for each transaction and show how it either increases or decreases an account. If you would prefer to see how each amount either debits or credits an account you can click the toggle next to ‘Show Debits/Credits’ to view the debits and credits made to each account.
Find a Transaction:You can search transactions by entering your search in the quick search box at the top of the timesheet entries list. Hit 'return' or 'enter' after you've finished typing your intended search. This will filter your transactions list to match your search.
Filter Transactions:You can filter your transaction using several different filter options available to you. Start by clicking on the Filter button located on the top right side of your General Ledger Report. A small dialog box will open that includes more advanced filter options: Account, Start/End Dates. Min/Max Amount, Type, Vendor, and Client.
Sorting Transactions:By default, the General Ledger Report is ordered to show the most recent transactions first. You can adjust this by clicking the column header of any column in the table. The first click will sort in ascending order and the second click will sort descending.
Viewing Transaction Details:Every accounting transaction is recorded in at least two accounts - this is commonly referred to as double-entry accounting. Clicking the amount for each transaction will provide a table that shows you a list of all the entries created in your accounting system for the selected transaction.
Exporting Transactions:You have sorted and filtered your transactions to suit your needs, now it's time to export your list. To export click on the Export Button and a CSV of your filtered list will be available for download.