What this screen is for
This screen lists the individual debit and credit lines behind your posted entries, drawn from every module rather than one. Above the list, Income and Expenses give the figures a business owner would recognise, each counted once. Total Debit and Total Credit are also shown, but those are ledger movement rather than turnover: a sale that is invoiced and then paid is debited twice, so the two figures will exceed your sales and should not be read as such. Total Credit always equals Total Debit.
When to use it
Use it when you need to find a specific posting and know only part of it — an account, a narration, a date range, a journal type or which module raised it. It is the widest search available over posted activity.
What you see on this screen
Six cards sit above the list:
- Income — money earned in the period, credited to income accounts, counted once however the cash moved
- Expenses — money spent in the period, debited to expense accounts, counted once
- Total Entries — how many whole journal entries the filters match
- Total Lines — how many individual debit and credit lines those entries contain
- Total Debit — the sum of every debit line, which exceeds your sales because a sale is debited both when invoiced and when paid
- Total Credit — the sum of every credit line, which always equals Total Debit
All four money figures count posted entries only. The table below carries Date, Entry # (linking to the entry), Account with its code, Description (the line narration, or the entry narration where the line has none), Debit, Credit, Type (the journal type), Source (the module that raised it) and Status. Date, Entry #, Account, Debit and Credit can be sorted on. When filters are applied, two breakdown tables appear — By Journal Type and By Source Module — each with Entries, Debit and Credit.
Filters and actions
Show Filters opens: Search over entry number, account and narration; Date Range; Account; Journal Type; Source Module, grouped as Sales, Purchase, Expense, Payment and Receipt, Payroll, Banking and Other; Status; and Transaction Type, which narrows to debit lines only or credit lines only. Reset clears them. Export downloads what you are looking at, and the page size can be set to 25, 50 or 100.
Status values
- Draft — entered but not booked, so excluded from the four money figures
- Posted — booked into the ledger and counted
- Void — cancelled after posting and not counted
Related
- Journal Entries — the same activity grouped into whole entries
- Profit & Loss — the right place to read income and expenses for a period