Income and expense ledger: monthly entries, VAT, transfers

The ledger is the simple cash book for a month's income and expense entries. If the template defines a daily cash register, the menu shows Cash register instead and the same entries are made on the daily register page; this page describes the Ledger screen.

Adding an entry #

1. Open Ledger and pick the month with the period navigator.
2. Choose Add income or Add expense.
3. Enter the date (not in the future), the branch or Head office, the category (from the template), the amount and a description.
4. Pick a VAT rate if needed: the amount is treated as VAT-inclusive and the VAT is taken out of it. The totals show VAT on income and VAT on expenses separately.
5. Use Add a document for a receipt or invoice photo (JPEG, PNG, WebP, HEIC) or a PDF: 5 MB each, 5 per entry.
6. Press Save, or Save and new to enter several in a row.

You edit or delete an entry from its row, except rows that come from Entitlements.

Scope and summary #

For the Customer Admin and the Accountant, a switch next to the period navigator toggles between the top bar's branch selection and Head office alone (entries that belong to no branch). The page opens with Income, Expense and Net and the category and branch breakdowns; the Direction, Category and Source filters and the search narrow the entries.

Transfers #

A Transfer moves money between branches and is neither income nor expense: it is written as an expense row at the source and an income row at the target and stays out of the totals. It is deleted as a whole, never row by row. Only the Customer Admin and the Accountant can transfer.

Rows from entitlements #

Collections and payments recorded on Entitlements appear here on their own with the "Entitlement" source. Correct them on Entitlements, not in the ledger. A Branch Manager sees neither these rows nor head office entries.

Recurring entries and locking #

• Define monthly items such as rent once; each month they appear as drafts. Post to ledger turns a draft into an entry and Skip this month passes it.
• The ledger has no period lock: entries are accepted even when the commission period is closed. The exception is End-of-day cash (where the template defines cash): once you close a branch's day, its cash entries up to that day cannot be changed.
• Export downloads the month's ledger as Excel or PDF.

For the simple income-expense approach, see simple income and expense. Next: Roles and permissions.