Viewing the Ledger Report

The Ledger report shows all transactions on one or more sub accounts during a period you set. Each account starts with its balance before the start of the period, then the balance is calculated after each transaction. This article explains how to view, filter and print the report and export it to PDF, Excel or CSV, including how to get a bank statement out of the system.

How to get there

• Direct link: Ledger
• From the menu: click Reports, then Accounting Reports, then click View on the Ledger card.
• From the chart of accounts: open the Chart of Accounts, select the sub or main account, then click the report icon (pie chart) at the top of the page. The report opens in a new tab with the account already selected.
• From the bank or treasury page: open the bank from Treasuries & Bank Accounts, then click the account name shown next to Ledger Account at the top of the page. This opens the account in the chart of accounts, and from there you open the report with the report icon.

Steps: view the report

1. Open the Ledger report. The filters appear first, and results appear only after you click Show Report.
2. Set the period in the Date Range field. You can choose a preset period such as Last month or Year to date, or set the start and end dates yourself.
3. In the Account Type field, choose Main Account to show all sub accounts under a main account, or Sub Account to show a specific account.
4. Choose the account from the field that appears: Main Account or Account. You can search by code or name, and choose more than one sub account.
5. In the Display All Accounts field, choose which accounts to show. Details are in Fields and sections explained.
6. Adjust the other filters as needed, such as Added By, Journals Branch, Cost Centers and Financial Year.
7. Click Show Report.
8. To clear the filters and start again, click Reset.

Print the report and export it to PDF, Excel or CSV

1. After viewing the report, click Print at the top of the page to print it from the browser.
2. To export, click Export Options and choose Export to CSV, Export to Excel or Export to PDF. The report is exported with the same filters applied.
3. To adjust the PDF layout before exporting, click the gear icon next to Export to PDF, choose the Page Orientation (Portrait or Landscape), set the Font Size from 10 to 50, then click Save Settings.
4. Click Export to PDF. The file opens in a new tab, and you can download or print it from there.

Fields and sections explained

Report filters

Field	Description	Required	Shown when
Date Range	The start and end of the period. Transactions whose entry date falls within the period are shown, and the Balance Before is calculated from all transactions before the start date. When you open the report, the default is from one month ago until today.	Yes (at least one date)	Always. If your account’s date format is Hijri, two separate fields appear: Date From and Date To.
Account Type	Main Account or Sub Account. Determines which field appears next for choosing the account.	No	Always
Main Account	One main account from the Chart of Accounts. The report shows all the sub accounts under it at all levels, each account in a separate group. Default: All.	No	When Main Account is selected in Account Type
Account	One or more sub accounts from the Chart of Accounts, such as a bank, treasury, client or supplier account. Search by code or name.	No	When Sub Account is selected in Account Type
Accounts Branch	Limits the report to the accounts assigned to the selected branch.	No	When branches are enabled and the Accounts Specified in The Chart of Accounts per Branch setting is on
Added By	Shows only transactions whose entries were added by a specific user. Default: All. This filter also applies to the Balance Before calculation.	No	When staff management is enabled, there are staff members, and the user has the View All Invoices permission or the permission to edit all invoices
Currency	All (in [default currency]): shows all transactions in your account’s default currency; this is the default. All (Separated): shows a separate table for each currency with the transactions’ original values. Choosing a specific currency (such as USD): shows only that currency’s transactions at their original values.	No	When there are transactions in more than one currency, or in a currency other than the default
Journals Branch	One or more branches the entries were recorded in. You can choose All Branches. It also applies to the Balance Before calculation. If you don’t choose a branch, the report shows the current branch’s entries.	No	When branches are enabled
Display All Accounts	Display All Accounts (default): shows all the selected accounts, or all accounts in the chart if you don’t select any, even those with no transactions or balance. Display Accounts With transactions in the selected Period: shows only accounts with transactions within the period. Display All Accounts With transactions: shows accounts with transactions within the period or a balance before it, and completely hides zero accounts.	No	Always
Cost Centers	One or more cost centers. The report shows transactions linked to any of the selected centers. Choose Without cost center to show transactions not allocated to any center. When you use this filter, the Cost Center Transactions column appears.	No	When your account has cost centers
Financial Year	Opened Year (default), All Years, or one or more financial years. If you choose more than one year, they must be consecutive.	No	When your account has financial years
Tags	Shows transactions that carry the selected tags: any one of them, or all of them together. When tags are enabled, a Tags column appears in the report.	No	When tags are enabled under Journal Entry Fields in General Accounting Settings
Hide Staff Column	Hides the Staff column from the report and from exported files.	No	Always

Report columns

Field	Description	Required	Shown when
No.	A serial number for the transaction within the account.	—	Always
Journal ID	The journal entry number. Click it to open the entry.	—	Always
Transaction ID	The ID of the transaction line within the entry.	—	Always
Date	The entry date.	—	Always
Staff	The user who added the entry.	—	When staff management is enabled, the user has the View All Invoices permission, and Hide Staff Column isn’t selected
Description	The description of the transaction line as recorded in the entry.	—	Always
Tags	The tags of the transaction line.	—	When tags are enabled in entries
Cost Center Transactions (Debit / Credit)	The amount allocated to the selected cost centers and each center’s percentage.	—	When filtering by Cost Centers
Transaction (Debit / Credit)	The transaction amount itself, on the debit or credit side.	—	Always
Balance (Debit / Credit)	The account balance after the transaction, shown on one side only depending on the nature of the balance.	—	Always

How to read the report results

The report shows each account in a separate group titled with the account name and code, in this order:

1. The Balance Before row: the account’s net balance from all transactions dated before the start date, debit or credit. If you leave the start date empty, it shows zero.
2. The period’s transactions, sorted by entry date and then by the order they were added, with the balance after each transaction.
3. The Subtotal row: the total debit and credit of the period’s transactions, and the account balance at the end of the period.
4. At the end of the report, a Total ([currency]) row for all the accounts shown.

Example: the bank account of Example Trading Co., for the period 1 to 31 March. The bank balance before 1 March was 10,000 debit, then a collection from a client of 5,000 was deposited, then a payment of 2,000 was made to a supplier:

Description	Transaction: Debit	Transaction: Credit	Balance: Debit	Balance: Credit
Balance Before			10,000	0
Collection from a client	5,000		15,000	0
Payment to a supplier		2,000	13,000	0
Subtotal	5,000	2,000	13,000	0

The bank balance on 31 March is 13,000 debit, i.e. 10,000 + 5,000 − 2,000.

Rules and restrictions

• No results appear until you set at least one date in Date Range and click Show Report.
• The report doesn’t show entries saved as drafts, and doesn’t include them in the Balance Before.
• The Balance Before is calculated from transactions dated before the start date; the start date itself isn’t included.
• A transaction line whose debit and credit are both zero doesn’t appear in the table.
• If you don’t choose an account and leave Display All Accounts at its default, the report shows all accounts in the chart, including accounts with no transactions. For a shorter report, choose the account you need or choose Display All Accounts With transactions.
• If the report has more than 7,000 lines, the system doesn’t display it in the browser; instead it shows a confirmation message that lets you download a CSV copy or go back and shorten the period.
• The report is view-only and doesn’t change any entry or balance in the system.

Error messages and solutions

Cause	Message	Solution
The user doesn’t have the View All Journals permission.	You are not allowed to access this page	Ask the account owner to add the permission to your role from Roles.
You chose more than one non-consecutive year in Financial Year.	The selected fiscal years are not arranged chronologically.	Choose consecutive financial years, or choose All Years.
No transactions match the selected filters, or you didn’t set a date.	No results found to match these filters — Change search filters and try again	Make sure the period is set, then widen the period or change the account, branch or financial year, and click Show Report.
The report has more than 7,000 lines.	The report will display a large number of records ([number] records) which may cause a display issue in the browser. You can download a copy of the data table or go back and shorten the filtered dates period.	Click Download to download the full data as CSV, or click Back and choose a shorter period or fewer accounts.

Related cases and settings

Branches

• Branches enabled: the Journals Branch filter appears, the report shows only entries recorded in the selected branches, and the Balance Before is calculated from the same branches’ entries. To see the account balance for the whole company, choose All Branches.
• Accounts Specified in The Chart of Accounts per Branch enabled in Branches Settings: the Accounts Branch filter appears for showing a specific branch’s accounts.
• Branches not enabled: neither filter appears, and the report shows all entries.

Multiple currencies

• All (in [default currency]): all transactions at their value recorded in your account’s default currency, in one table.
• All (Separated) or a specific currency: transactions are shown at their original value in the transaction currency, in a separate table for each currency. Use this option for the statement of a bank whose currency isn’t the default, such as a USD account.
• If all transactions are in the default currency, the Currency filter doesn’t appear.

Financial years and closed periods

• Opened Year: shows the entries of years that aren’t closed, including the opening balances entry of the open year.
• All Years: shows the entries of all years, and excludes opening and closing balance entries so balances aren’t duplicated.
• A specific financial year: shows only that year’s entries, including its opening balances entry.
• Closed Periods don’t affect the report view; they only prevent adding and editing transactions.

Cost centers, tags and staff

• Cost centers: the filter appears only if you have Cost Centers. The Transaction and Balance columns show the full transaction amount, and the amount allocated to the center appears in the Cost Center Transactions column.
• Tags: the filter and column appear only when tags are enabled in General Accounting Settings.
• Staff: the Added By filter and the Staff column appear only when staff management is enabled, and for users with the View All Invoices permission.

Hijri date format

If your account’s date format is Hijri, the Date From and Date To fields appear instead of the Date Range field, and the preset periods don’t appear.

Alternatives

• To quickly review a bank’s or treasury’s transactions without printing, open the bank from Treasuries & Bank Accounts and click the Transactions tab.
• To see a single account’s balance at a glance without transaction details, open the account from the Chart of Accounts.

FAQ

I want to print the bank statement from the system as a PDF. How do I do that?

Every bank or treasury in the system has a sub account in the chart of accounts, and its statement is generated from the Ledger report:

1. Open the bank from Treasuries & Bank Accounts, and note its account name and code from the information shown next to Ledger Account at the top of the page.
2. Open the Ledger report.
3. In Account Type, choose Sub Account, then choose the bank account in the Account field.
4. Set the period in Date Range. If the bank’s currency isn’t the default currency, choose the bank’s currency in Currency. If branches are enabled, choose All Branches in Journals Branch.
5. Click Show Report, then Export Options, then Export to PDF.

There’s also a shortcut: on the bank page, click the account name next to Ledger Account, then click the report icon in the chart of accounts, and the report opens with the account selected. Set the period and click Show Report.

Can I view the report for any sub account, such as a client, expense or treasury account?

Yes. Choose Sub Account in Account Type, then choose any account in Account. You can choose more than one account in the same report, and each account appears in a separate group.

Why is the account balance in the report different from its balance in the chart of accounts?

Usually because of the filters. The report calculates the balance according to the selected Journals Branch, Financial Year, Added By and currency. To match the balance, choose All Branches and All in Added By, and set the end date to today.

What does the “Balance Before” row mean?

It’s the account balance before the start date of the period, and it appears at the top of each account. The report calculates the balance after each transaction starting from it.

Why is the report long and includes accounts with no transactions?

Because the default value of Display All Accounts shows all accounts. Choose Display All Accounts With transactions or Display Accounts With transactions in the selected Period, or select the account you need.

Why doesn’t an entry I added recently appear in the report?

Check that the entry isn’t a draft, that its date is within the selected period, that its branch is included in the selected Journals Branch, and that its financial year is included in Financial Year.

How do I make the PDF landscape instead of portrait?

Click the gear icon next to Export to PDF, choose Landscape in Page Orientation, then click Save Settings and export the file again.

Can I open the entry from within the report?

Yes. Click the number in the Journal ID column to open the journal entry.