General Ledger

The General Ledger is the central repository for all financial transactions, providing a complete record of your company's financial activity.

Overview

General Ledger enables you to:

• View all financial transactions
• Track account balances
• Review journal entries
• Generate financial statements
• Analyze account activity
• Maintain audit trails

Accessing General Ledger

Navigate to Finance → General Ledger from the main menu.

Chart of Accounts

Viewing Accounts

Chart of Accounts

Filter: [All Accounts ▼] [Type ▼] [Status ▼]

┌────────────────────────────────────────────────────────────────┐
│ Code    │ Account Name            │ Type     │ Balance         │
├────────────────────────────────────────────────────────────────┤
│ 1000    │ Cash and Equivalents    │ Asset    │                 │
│ 1010    │ ├─ Operating Account   │ Asset    │ $45,678.90      │
│ 1020    │ ├─ Savings Account     │ Asset    │ $100,000.00     │
│ 1030    │ └─ Petty Cash          │ Asset    │ $500.00         │
│ 1100    │ Accounts Receivable     │ Asset    │ $234,567.89     │
│ 1200    │ Inventory               │ Asset    │ $456,789.00     │
│ 1500    │ Fixed Assets            │ Asset    │ $123,456.00     │
│ 2000    │ Accounts Payable        │ Liability│ $89,456.78      │
│ 2100    │ Accrued Expenses        │ Liability│ $12,345.67      │
│ 3000    │ Equity                  │ Equity   │ $567,890.00     │
│ 4000    │ Revenue                 │ Income   │ $1,234,567.89   │
│ 5000    │ Cost of Goods Sold      │ Expense  │ $678,901.23     │
│ 6000    │ Operating Expenses      │ Expense  │ $234,567.89     │
└────────────────────────────────────────────────────────────────┘

Total Accounts: 156
Active: 142 | Inactive: 14

[+ New Account]

Account Types

Type	Normal Balance	Description
Asset	Debit	Resources owned
Liability	Credit	Obligations owed
Equity	Credit	Owner's interest
Income	Credit	Revenue earned
Expense	Debit	Costs incurred

Creating Accounts

New GL Account

Account Details:
├─ Account Code: [1040]
├─ Account Name: [Merchant Account]
├─ Account Type: [Asset ▼]
├─ Parent Account: [1000 - Cash ▼]
└─ Description: [Funds in payment processor]

Settings:
├─ Status: [Active ▼]
├─ Allow Direct Posting: [x]
├─ Control Account: [ ]
├─ Bank Account: [ ]
└─ Currency: [USD ▼]

Reporting:
├─ Financial Statement: [Balance Sheet ▼]
├─ Cash Flow Category: [Operating ▼]
└─ Tax Line: [None ▼]

[Cancel] [Save Account]

Account Activity

Transaction History

Account Activity: 1010 - Operating Account

Period: January 2026 | Balance: $45,678.90

┌────────────────────────────────────────────────────────────────┐
│ Date      │ Reference    │ Description       │ Debit   │ Credit│
├────────────────────────────────────────────────────────────────┤
│ Jan 22    │ RCP-2026-089│ Customer Payment  │ $4,950  │       │
│ Jan 22    │ PAY-2026-089│ Vendor Payment    │         │ $5,678│
│ Jan 21    │ RCP-2026-085│ Customer Payment  │ $8,234  │       │
│ Jan 21    │ PAY-2026-085│ Payroll           │         │$12,345│
│ Jan 20    │ RCP-2026-078│ Customer Payment  │ $5,678  │       │
│ Jan 20    │ DEP-2026-023│ Bank Deposit      │ $15,000 │       │
├────────────────────────────────────────────────────────────────┤
│ Opening Balance (Jan 1):                    │         │$30,840│
│ Total Debits:                               │ $33,862 │       │
│ Total Credits:                              │         │$18,023│
│ Closing Balance:                            │ $45,679 │       │
└────────────────────────────────────────────────────────────────┘

[Export] [Print] [Drill Down]

Account Summary

Account Summary: 1010 - Operating Account

Account Information:
├─ Code: 1010
├─ Name: Operating Account
├─ Type: Asset (Bank)
├─ Status: Active
└─ Currency: USD

Balance Summary:
├─ Opening (Jan 1): $30,839.90
├─ Period Activity: +$14,839.00
└─ Current Balance: $45,678.90

Monthly Trend:
Jan 2026: $45,678.90 ████████████████
Dec 2025: $30,839.90 ███████████
Nov 2025: $42,567.89 ███████████████
Oct 2025: $38,456.78 █████████████
Sep 2025: $35,678.90 ████████████

[View Transactions] [Account Statement]

Journal Entries

Journal Entry List

Journal Entries

Filter: [All Entries ▼] [Status ▼] [Date Range ▼]

┌────────────────────────────────────────────────────────────────┐
│ Entry      │ Date      │ Description           │ Amount │Status │
├────────────────────────────────────────────────────────────────┤
│ JE-2026-089│ Jan 22    │ Month-end accruals   │ $5,678 │ Posted│
│ JE-2026-085│ Jan 21    │ Depreciation expense │ $2,345 │ Posted│
│ JE-2026-078│ Jan 20    │ Prepaid adjustment   │ $1,234 │ Posted│
│ JE-2026-065│ Jan 18    │ Error correction     │ $567   │ Posted│
│ JE-2026-045│ Jan 15    │ Intercompany transfer│ $15,000│ Posted│
└────────────────────────────────────────────────────────────────┘

[+ New Journal Entry]

Creating Journal Entry

New Journal Entry

Entry Details:
├─ Entry Number: JE-2026-090 (auto)
├─ Entry Date: [01/22/2026]
├─ Reference: [_________________]
└─ Description: [_________________]

Journal Lines:
┌────────────────────────────────────────────────────────────────┐
│ Account                    │ Description    │ Debit   │ Credit│
├────────────────────────────────────────────────────────────────┤
│ [6100 - Rent Expense ▼]   │ Jan rent       │ $5,000  │       │
│ [2100 - Accrued Exp ▼]    │ Jan rent       │         │ $5,000│
│ [+ Add Line]                                                   │
├────────────────────────────────────────────────────────────────┤
│ Totals:                                     │ $5,000  │ $5,000│
│ Difference:                                 │ $0.00 ✓         │
└────────────────────────────────────────────────────────────────┘

Attachments:
[+ Attach Files]

[Cancel] [Save as Draft] [Post Entry]

Reversing Entries

Reversing Journal Entry

Original Entry: JE-2026-089
Entry Date: January 22, 2026
Description: Month-end accruals

Original Lines:
┌────────────────────────────────────────────────────────────────┐
│ Account                    │ Debit   │ Credit                  │
├────────────────────────────────────────────────────────────────┤
│ 6100 - Rent Expense        │ $5,000  │                         │
│ 2100 - Accrued Expenses    │         │ $5,000                  │
└────────────────────────────────────────────────────────────────┘

Reversal Options:
├─ Reversal Date: [02/01/2026]
├─ Auto-reverse: [x] Schedule for first of next month
└─ Reference: [Reversal of JE-2026-089]

Reversed Entry Preview:
┌────────────────────────────────────────────────────────────────┐
│ Account                    │ Debit   │ Credit                  │
├────────────────────────────────────────────────────────────────┤
│ 2100 - Accrued Expenses    │ $5,000  │                         │
│ 6100 - Rent Expense        │         │ $5,000                  │
└────────────────────────────────────────────────────────────────┘

[Cancel] [Create Reversal]

Trial Balance

Standard Trial Balance

Trial Balance

As of: January 31, 2026

┌────────────────────────────────────────────────────────────────┐
│ Account                    │ Debit        │ Credit              │
├────────────────────────────────────────────────────────────────┤
│ ASSETS                                                          │
│ 1010 Operating Account     │ $45,678.90   │                     │
│ 1020 Savings Account       │ $100,000.00  │                     │
│ 1100 Accounts Receivable   │ $234,567.89  │                     │
│ 1200 Inventory             │ $456,789.00  │                     │
│ 1500 Fixed Assets          │ $123,456.00  │                     │
│ 1510 Accum Depreciation    │              │ $45,678.00          │
├────────────────────────────────────────────────────────────────┤
│ LIABILITIES                                                     │
│ 2000 Accounts Payable      │              │ $89,456.78          │
│ 2100 Accrued Expenses      │              │ $12,345.67          │
│ 2200 Sales Tax Payable     │              │ $8,765.43           │
├────────────────────────────────────────────────────────────────┤
│ EQUITY                                                          │
│ 3000 Common Stock          │              │ $100,000.00         │
│ 3100 Retained Earnings     │              │ $467,890.00         │
├────────────────────────────────────────────────────────────────┤
│ INCOME                                                          │
│ 4000 Sales Revenue         │              │ $1,234,567.89       │
│ 4100 Service Revenue       │              │ $123,456.78         │
├────────────────────────────────────────────────────────────────┤
│ EXPENSES                                                        │
│ 5000 Cost of Goods Sold    │ $678,901.23  │                     │
│ 6000 Operating Expenses    │ $234,567.89  │                     │
│ 6100 Rent Expense          │ $60,000.00   │                     │
│ 6200 Utilities             │ $12,345.67   │                     │
├────────────────────────────────────────────────────────────────┤
│ TOTALS                     │$2,082,160.55 │ $2,082,160.55 ✓     │
└────────────────────────────────────────────────────────────────┘

[Export] [Print] [Adjust]

Period Close

Month-End Close

Period Close: January 2026

Close Checklist:
├─ [x] All transactions entered
├─ [x] Bank reconciliation complete
├─ [x] Accounts receivable reconciled
├─ [x] Accounts payable reconciled
├─ [x] Inventory valuation complete
├─ [x] Depreciation posted
├─ [x] Accruals recorded
├─ [ ] Trial balance reviewed
├─ [ ] Financial statements generated
└─ [ ] Period locked

Close Status: Ready for Review

Pre-Close Summary:
├─ Journal Entries: 89
├─ Unposted Entries: 0
├─ Adjustments: 5
└─ Trial Balance: Balanced ✓

[Run Pre-Close Report] [Close Period]

Year-End Close

Year-End Close: 2025

Year-End Process:
├─ Step 1: Complete all monthly closes ✓
├─ Step 2: Post year-end adjustments ✓
├─ Step 3: Review trial balance ✓
├─ Step 4: Generate financial statements ⏳
├─ Step 5: Close revenue/expense accounts
├─ Step 6: Transfer to retained earnings
└─ Step 7: Lock fiscal year

Closing Entry Preview:
┌────────────────────────────────────────────────────────────────┐
│ Account                    │ Debit        │ Credit              │
├────────────────────────────────────────────────────────────────┤
│ 4000 Sales Revenue         │$1,234,567.89 │                     │
│ 4100 Service Revenue       │ $123,456.78  │                     │
│ 5000 COGS                  │              │ $678,901.23         │
│ 6000-6999 Expenses         │              │ $306,913.56         │
│ 3100 Retained Earnings     │              │ $372,209.88         │
└────────────────────────────────────────────────────────────────┘

Net Income: $372,209.88

[Preview Closing Entry] [Execute Year-End Close]

Reports

Financial Statements

Financial Reports

Available Reports:
├─ Balance Sheet
├─ Income Statement (P&L)
├─ Cash Flow Statement
├─ Statement of Changes in Equity
└─ Custom Reports

Report Parameters:
├─ Period: [January 2026 ▼]
├─ Comparison: [Prior Year ▼]
├─ Detail Level: [Summary ▼]
└─ Format: [Standard ▼]

[Generate Report]

GL Report

General Ledger Report

Account: All Accounts
Period: January 1-31, 2026

Report Options:
├─ [ ] Show zero balance accounts
├─ [x] Show running balance
├─ [x] Include sub-accounts
└─ [x] Show posting reference

Group By:
○ Account Type
● Account Code
○ Transaction Date

[Generate] [Export] [Print]

Best Practices

Account Management

• Use consistent numbering
• Create logical groupings
• Document account purposes
• Review periodically

Journal Entries

• Include clear descriptions
• Attach supporting docs
• Use standard templates
• Review before posting

Period Close

• Follow checklist consistently
• Complete on schedule
• Review all reconciliations
• Document exceptions

Troubleshooting

Common Issues

Trial balance doesn't balance

• Check for unposted entries
• Review recent journal entries
• Look for single-sided entries
• Verify account settings

Cannot post entry

• Verify period is open
• Check account status
• Ensure debits = credits
• Review user permissions

Account showing wrong balance

• Check transaction dates
• Review all postings
• Verify opening balance
• Look for duplicates

Period won't close

• Complete all checklist items
• Post pending entries
• Clear reconciliation issues
• Contact administrator

Related Documentation

Learn about GL Account Mappings to configure automatic posting rules.