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Add your own entries to the ledger

Record rent, salaries, a cash sale or any other money that has no invoice, so the ledger shows the full picture.

Guide 1902Updated

Invoices, payments and your money modules reach the ledger by themselves. Money that has none of these, such as office rent, salaries, a cash sale at the counter or a bank charge, you add to the ledger by hand. It then counts in the totals like everything else.

To add entries, your role needs Add, change and remove ledger entries under Settings → Access, as well as the side the entry is on (money received or money spent). Owners and admins always can. See Ledger overview.

Add an entry

  1. Open Ledger in the left menu and click Add entry.
  2. Choose Money in or Money out. You only see the sides your role may use.
  3. In What it was for, describe it, for example "October office rent".
  4. Enter the Amount and the Date.
  5. Pick or type a Category, such as Rent, Salaries, Travel or Sales. The categories you used before are offered first.
  6. Choose the Status:
    • Received or Paid when the money has already moved.
    • Still to receive or Still to pay when it has not. Then set Due on.
  7. Optionally, choose how it was Paid by (Cash, Bank transfer, UPI, Card, Cheque or Other) and add a Reference, such as a bill or UTR number.
  8. Under Who and what it was with, optionally link a Company, Contact, Employee or Deal.
  9. Click Save.

Adding an entry to the ledger
Adding an entry to the ledger

The entry appears in Transactions and in the totals for its date. An entry still to pay or receive counts in To pay or To receive until you change it, and shows as overdue once its due date has passed.

Linking a deal or a company is worth the extra click: the entry then shows under Who it was with, and you can find it by searching for the deal or the customer.

Mark an entry as paid

When money you were waiting for comes in, or a bill you owed is paid:

  1. In Transactions, point at the entry and click the pencil icon (Edit).
  2. Change the Status to Received or Paid, and the Date to the day it was paid.
  3. Click Save.

Change or remove an entry

Point at the entry in Transactions: the pencil icon changes it, the bin icon (Remove) takes it out of the ledger after you confirm.

Only entries made in the ledger can be changed here. To change an invoice, a payment or a money module record, open it from the list (click its title) and change it there; the ledger follows.

To see only your own entries, choose Entries made here under Every source.

Next steps