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View a ledger report
See every entry in one ledger with a running balance, open any entry to edit it, and export the ledger to Excel or PDF.
A ledger report lists every entry posted to one ledger, date by date, with the balance after each entry.
Before you start
- The ledger must exist in the Chart of accounts.
Open a ledger
You can reach a ledger report in two ways.
- Press Alt+T on any screen. The View ledger transactions box opens.
- Type part of the ledger name in Type ledger name…. Pick the ledger from the list, or move to it with the arrow keys and press Enter. The ledger report opens.
- Or click a ledger name in the Trial balance (flat view), Profit and loss, Balance sheet or Receipt & Payment and Cash Flow reports. The ledger opens for the same dates.
Read the ledger
- Check the ledger name under Ledger at the top.
- Check the From and To dates. Change them if needed. The report reloads on its own.
- Read the summary strip: Transactions (number of rows), Total Debit, Total Credit and Closing Balance with Dr or Cr.
- Read the table. Each row shows Date, Voucher No, Type, Narration, Debit (₹), Credit (₹) and Balance (₹).
- The last row shows the Closing Balance.
Open an entry
- Click any row.
- For a sales invoice, purchase bill, credit note, debit note, receipt, payment or journal, the entry opens for editing.
- If the app cannot find the document, it opens the matching register, already searched for that voucher number.
- Click Back to return to the previous screen.
Export or download
- Click the Export icon (download arrow) to save the rows as an Excel file.
- Click the Download PDF icon to save a PDF.
- Click Refresh to reload after posting new entries.
Fields
| Column | What it shows |
|---|---|
| Type | The kind of entry, for example SALES, PURCHASE, RECEIPT, PAYMENT, JOURNAL, CREDIT_NOTE or DEBIT_NOTE. |
| Narration | The customer or supplier name. For other entries it shows the ledger on the other side. When there are several, it shows the biggest one and "+N more". |
| Balance (₹) | Running balance after this row. Dr means a debit balance; Cr means a credit balance. |
| Opening row | For asset, liability and capital ledgers, the first row is Opening Balance (type OPENING): the total of all entries before From, from every earlier year. |
Common problems
- No opening row on an income or expense ledger — this is correct. Income and expense ledgers start each period at zero.
- No transactions found for selected period. — nothing is posted to this ledger in these dates. Widen the dates.
- Account not found. — the ledger was deleted, or the link is from another business. Pick the ledger again with Alt+T.
- Clicking a purchase or note opens the register instead of the document — the document could not be matched. Find it in the register that opens.
Related
More in Reports
Read the Trial BalanceSee the debit and credit balance of every ledger, check that your books balance, and export or open any ledger.Read the Profit & Loss statementSee gross profit from the trading account and net profit after indirect income and expenses, for any period.Read the Balance SheetSee what your business owns and owes on any date, and check that assets equal liabilities plus profit.Receipt & Payment and Cash Flow reportsSee all money that came into and went out of your cash and bank ledgers, and the cash flow split into operating, investing and financing.