Using it
- Open Reports › General Ledger (or Banking › Account Statements).
- Choose the Account — type its name or code.
- Set From and To.
- To see one project or branch, choose it under Project or Branch. The opening balance and every line are then that tag's alone.
- The newest entry is at the top, under the Closing balance; the Opening balance is at the bottom. Choose Oldest first under Sort to read it from the opening balance down, or sort by amount or entry number.
- To find one line, type in Search — an entry number, a word from its description, or an amount such as 1,250. Only matching lines show, each with the balance it really left the account at; the opening and closing balances stay the account's own.
- Read the entries: each shows the entry it came from and the balance after it.
- Press an entry's row to open whatever posted it — the receipt or payment, the invoice, bill, credit or debit note, the pay run, the VAT Return, the asset or the Equity & Liabilities entry. A manual journal is its own record and is read on Journals, so its row opens nothing.
Under each entry's description, in small grey type, is what produced it: Invoice, Bill, Manual journal, Depreciation, Opening balance. A receipt or payment names the method recorded on it — Receipt · Card, Payment · Bank transfer, Receipt · Cash — so a card takings line says Card. It is a description of the record, not a second amount, and it prints in the Source column of the statement.
Downloading it
Download saves this account's movements for the same From and To as a PDF, an Excel workbook or a CSV file: the opening balance, each entry with its date, number, description, debit, credit and the balance after it, and the closing balance — in the order and with the search on screen, so newest first starts with the closing balance. With Show deleted and edited entries ticked, the file lists them too and says so at the top.
Statement options is still there for a statement laid out for someone outside the company — a customer, a supplier or the bank — with the columns you choose.
Deleted and edited entries
A receipt or payment that was deleted or edited, a voided invoice or bill, and a reversed journal are left out, together with the entries that reversed them. Each pair cancels itself out, so listing both halves would read as money that moved twice. The opening, running and closing balances are the same either way.
When something was left out, the page says how many lines. Press Show them, or tick Show deleted and edited entries, to list them; each is marked Cancelled. Statement options starts with the same choice.
Receipts and payments that were edited or deleted are listed with what changed, why and who under Modification Register.