The ledger in LOCATE records each transaction that occurs in LOCATE. The Journal Entry transactions will then be summarized and pushed to the accounting platform via a summarized journal entry by day. Any open invoices or bills will be pushed individually to the accounting platform as well.

Location

  1. From the Main Menu navigate to Accounting > Ledger

Tutorials

Re-syncing Journal Entries
Batch Summary (Batch Journal Entry Summary)
Re-syncing an Invoice, Credit Memo, Refund Receipt, Vendor Credit, Payment or Bill
Unflagging an Invoice, Credit Memo, Refund Receipt, Vendor Credit, Payment or Bill

FAQs

When would one use the Ledger Module vs various Reports?
How do I know if something hasn’t synced with the accounting platform yet?
How will using the A2X Service in LOCATE impact my ledger view and accounting?
What are the JE lines on the Ledger that are unrelated to any LOCATE Transaction, typically very small amounts?

Actions

Sync – Select the sync action to manually sync with the Accounting Platform your instance is integrated with.
Reports – If reports are “linked” to the Ledger module, they will appear in the drop down. Navigate to the Report Details page to learn more about linking reports to modules.

Utilize the Grid Menu Items/Buttons/Actions

Clear Filters (Circle with X Icon) – Click this icon to clear the filters designations. This does not clear the sort designations.
Customize Layout (Columns Icon) – Click this icon to populate the Configure Grid where you can show/hide columns.
Refresh (Refresh Icon) – Click this icon to refresh the page, or if you see this icon spinning, that means LOCATE is still working to populate the information on the page.
Export (Download Icon) – Click this icon to navigate to the module Export to quickly export records via CSV. Here you can designate the Standard Fields and Custom Fields to include in the export, as well as specific exactly what to filter for in the various fields.

Ledger Grid Fields

Field NameField Description Field Options Field Notes
Recording DateData and time of the ledger lineSelect how the date should be filtered for the desired view of the ledger These can be sorted via the sort option on the field, or filtered using the Date Range Filter.
StatusThe status of the ledger lineActive – Ledger lines that will write over to an active accounting platform.
Inactive – Ledger lines that are made inactive, as to not write over to an active accounting platform.
These can be sorted via the sort option on the field, or filtered by selecting status designations from the drop down.
Debit AccountThe account debited in ledger lineSelect an account to filter the data to see any transaction that debited that account.

NOTE: All accounts brought over from the accounting platform, which also reside in the LOCATE COA will be available here if there are any corresponding transactions that wrote to that account.
These can be sorted via the sort option on the field, or filtered using the Account Filter.

Navigate to the Debits and Credits page for more details.
Credit AccountThe account credited in the ledger lineSelect an account to filter the data to see any transaction that credited that account.

NOTE: All accounts brought over from the accounting platform, which also reside in the LOCATE COA will be available here if there are any corresponding transactions that wrote to that account.
These can be sorted via the sort option on the field, or filtered using the Account Filter.

Navigate to the Debits and Credits page for more details.
CurrencyThe currency assigned to the ledger lineThese can be sorted via the sort option on the field, or filtered by Currency Designation.
AmountThe amount of the ledger lineThese can be sorted via the sort option on the field, or filtered by a specific amount.
Accounting Transaction TypeThe accounting transaction type associated with the ledger lineJournal Entry
Invoice
Bill
Sales Receipt
Credit Memo
Vendor Deposit
Payment
Refund Receipt
These can be sorted via the sort option on the field, or filtered using the Accounting Transaction Type Filter.
LOCATE TransactionsThe LOCATE transactions associated with the line. Only transactions/operations that trigger the writing of accounting will appear here.Blank
Sales Order Number
Return Order Number
Purchase Order Number
Return to Vendor Order Number
Reconcile Number
Receipt Number
Work Order Number
Invoice Number
Part Names/Number
This field can be sorted and filtered by entering the exact Transactions/Operation Record Number.

Blank likely indicates a JE that is moving a pre-payment through various accounts based on the operations being completed in LOCATE. Or it indicates a rounding correction.
Accounting Transaction Ref. NumberThe accounting transaction reference number used in the accounting platform associated with the lineBlank
Record Number
Batch Number
Document (Invoice, Bill, etc) Number
These can be sorted via the sort option on the field, or filtered by entering the exact Accounting Transaction Ref. Number Filter.

NOTE: if there is no flag present next to the reference number, then this means it has yet to be synced with the accounting platform.
Batch NumberThe LOCATE daily batch number the line is apart ofEach batch number directly correlates to a date.

Ex: LOC-125 = 7/9/20
ServiceThe accounting service the journal entries are syncing with and writing to
Batch SummaryClicking the magnifying glass when present in this field will populate the batch Summary modalThe can not be sorted nor filtered.
Flag For SyncRepresents whether the line has been synced over to the accounting platform or is flagged for syncNo Flag – Indicates the line has yet to be synced with the accounting platform.
Grey Flag – Indicates the line has been synced with the accounting platform.
Green Flag – Indicates the line is flagged for sync/re-sync with the accounting platform.
These can be sorted by “flagged” status. These can also be filtered by:
All (Statuses) – (default) and will display all lines no matter the status.
Not Flagged for Sync – Indicated by the Grey Flag.
Flagged for Sync – Indicated by the Green Flag. NOTE: This filter is extremely helpful when it comes to identifying lines that could be causing a service sync error.
Classes or Tracking CategoriesIf Classes or Tracking Categories from the accounting platform are assigned to the leger lines, they will be displayed here. To learn more about Custom Fields, navigate to the Custom Tab and/or Custom Fields Settings pages.

Visit How to utilize classes/categories from the accounting platform in LOCATE? to learn more specifically about Classes and Tracking Categories. As well as Is it possible to utilizing the Custom Field for Classes/Tracking Categories on other modules, than just those listed in the documentation? for more details as needed.