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
- 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 Name | Field Description | Field Options | Field Notes |
| Recording Date | Data and time of the ledger line | Select 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. |
| Status | The status of the ledger line | Active – 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 Account | The account debited in ledger line | Select 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 Account | The account credited in the ledger line | Select 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. |
| Currency | The currency assigned to the ledger line | These can be sorted via the sort option on the field, or filtered by Currency Designation. | |
| Amount | The amount of the ledger line | These can be sorted via the sort option on the field, or filtered by a specific amount. | |
| Accounting Transaction Type | The accounting transaction type associated with the ledger line | Journal 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 Transactions | The 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. Number | The accounting transaction reference number used in the accounting platform associated with the line | Blank 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 Number | The LOCATE daily batch number the line is apart of | Each batch number directly correlates to a date. Ex: LOC-125 = 7/9/20 | |
| Service | The accounting service the journal entries are syncing with and writing to | ||
| Batch Summary | Clicking the magnifying glass when present in this field will populate the batch Summary modal | The can not be sorted nor filtered. | |
| Flag For Sync | Represents whether the line has been synced over to the accounting platform or is flagged for sync | No 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 Categories | If 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. |