All processed (posted) transactions will be accumulated in the Ledger analyser. There are various ways in which the transactions may be viewed, exported and analysed. 

The options, is as follows:

1.Transactions and balances – These are the balances of transactions as posted (updated to the ledger) in batches (journals), sales documents (i.e. Invoices, Point-of-Sale Invoices and Credit notes) and purchase documents (i.e. Purchases and Supplier returns). 

There are six (6) report types, which may be selected (i.e. Trial balance, Income statement, Balance sheet, Standard column balances, Budget vs actual and This year vs last year) which may be printed and exported to spreadsheets.

In addition to this, there are 6 report types which may be exported to spreadsheets (i.e. Column balances, Column balances Debit/Credit, Column balances debtors, Column balances creditors, Column balances debtors Debit/Credit, and Column balances creditors Debit/Credit.)

2.Budget – Budget figures as entered in the Accounts (Action ribbon). This option, if selected, will list only the budget figures (Budget listing) in the Trial balance, Income statement, Balance sheet and Standard column balances report types. The Budget vs actual is the budget performance report. It will list and compare the budget figures versus the actual posted (updated) transactions.

3.T-Account viewer – You may select a specific account, group, etc. to view the transactions in the T-Account viewer. To do this, right-click on a selected account, and select the “Show details” option on the context menu.

The T-Account viewer may also be selected on the T-Account viewer (Reports ribbon). When launching it from the Reports ribbon, you may select the following: 

Account – Select a specific account.

From date and To date – Select a specific date or a range of dates to view data.  

You may click on the following to get specific views of transactions:

Batch number (e.g. 10012, etc. automatically generated). This will list only the transactions for a specific batch (journal). 

Account code (e.g. G010000 Sales, B810000 ABC - Bank, T860010 Input VAT/GST/Sales tax, etc.). This will list the transactions for a specific account.

Date – This will list the transactions for a specific date. If you double-click on a date, the “From date” and “To date” will be changed to the selected date.

Ledger analyser options

To print reports in the Ledger analyser:

1.On the Reports ribbon, select Ledger analyser  1 / Ledger analyser 2.

ledger-ananlyser-options

2.Select the following options:

Option

Description 

Report type:

1.Trial balance - List of all accounts in the chart of accounts. This will include:

a) - Income / Expense; 

b) - Asset / Liability / Capital accounts; 

c)  - Retained earnings / income; 

d)  - Debtor's control; and

e)  - Creditor's control accounts.

2.Income statement - Income / Expenses  – List only those accounts  which is reported on the Income statement.

3.Balance sheet - List only those Accounts, which is reported in the Balance sheet. This will include: 

a) - Asset / Liability / Capital accounts; 

b)  - Retained earnings / income; 

c)  - Debtor's control; and 

d)  - Creditor's control accounts).

4.Standard column balances - Lists the debit and credit account balances in the Trial balance and the Income statement and Balance sheet accounts in separate columns.

5.Budget vs actual - Lists the budget figures entered in the Accounts (Action ribbon) versus the actual totals of all transactions in posted batches and documents. 

6.This year vs last year - This will list the actual totals of all transactions in posted batches and documents in this year periods versus the actual totals of all transactions in posted batches and documents posted to last year periods (previous financial years). 

7.Column balances - Lists all ledger account balances in a spreadsheet view. These are the ledger accounts reported in the Trial balance (this includes both the accounts reported in the Income statement and Balance sheet).

8.Column balances debtors - Lists the balances of all the individual debtor (customer / client) accounts (Debtors on the Action ribbon) in a spreadsheet view. The total of these accounts are reported in the Debtor's control account on the Trial balance and the Balance sheet.

9.Column balances creditors - Lists the balances of all the individual creditor (supplier / vendor) accounts (Creditors on the Action ribbon) in a spreadsheet view. The total of these accounts are reported in the Creditor's control account on the Trial balance and the Balance sheet.

10.Column balances D/C - Lists all debit and credit ledger account balances in a spreadsheet view. These are the accounts reported in the Trial balance (this includes both the accounts reported in the Income statement and Balance sheet).

11.Column balances debtors D/C - Lists the debit and credit account balances of all the individual debtor (customer / client) accounts (Debtors on the Action ribbon) in a spreadsheet view. The total of these accounts are reported in the Debtor's control account on the Trial balance and the Balance sheet.

12.Column balances creditors D/C - Lists all debit and credit balances of all the individual creditor (supplier / vendor) accounts (Creditors on the Action ribbon) in a spreadsheet view. The total of these accounts are reported in the Creditor's control account on the Trial balance and the Balance sheet.

Budget:

This will list all accounts for which budget figures were entered (and / or edited) in the Accounts (Action ribbon).ledger-analyser-budget-options

If you wish to print a list of the Budget figures, tick the "Budget option" on the following report types:

Trial balance 

Income statement 

Balance sheet 

Cost centre 1 / 2:

The Cost centres (2 Groups) will only be available, if Cost centres are added in Groups (Setup ribbon); and if activated.

Groups:

Select one of the following options:

None – This is the default. This will list all accounts for the selected Report type according to the Account numbers (codes) in numerical order. 

Reporting group 1 – Lists all accounts according to the Account reporting group 1 as created in Groups (Setup ribbon). 

Reporting group 2 – Lists all accounts according to the Account reporting group 2 as created in Groups (Setup ribbon). 

Reporting group 1 and 2 – The sequence in which the groups and accounts are listed, may be changed in Groups. (Setup ribbon).

This is done by selecting the groups on the list and use the Move up or Move down buttons. 

Period:

Select “Per period” or “Free selection

Per period – Select a period (Month, 2 Months, 3 Months, 4 Months, 6 Months or Year.

Free selection – You may select or enter any date or dates. 

From:

To:

The periods will automatically filter and display the periods matching the selected option in the “Per period” radio selection options.  

On the “Free selection” tab, you may select any date or dates in the “From date” and “To date” fields. 

Ignore zero balances:

If this field is not selected, all accounts will be listed for the selected reports type. If you select (tick) this field; only those accounts with balances will be included in the report.  

Include opening balances:

If this option is selected (ticked), it will include the opening balances of those accounts which have opening balances.  If this option is not selected; the opening balances will not be included in the report.  

(Not applicable to the Income statement report type).

Opening balances only: 

If the “Include opening balances” option is not selected; this option will not be displayed.  If this option is available; you may select (tick) this option to include only the opening balances. All other balances will then be ignored. 

(Not applicable to the Income statement and Column balances report types).

Viewer Debtors / Creditors:

Do not select (tick) if you only need to view the balances of the Debtor's control account and Creditor's control account only. If this field is selected (ticked), it will list all the individual accounts in the following ledgers: 

Debtor's ledger - all debtor (customer / client) accounts. 

Creditor's ledger - all creditor (supplier / vendor) accounts. 

(Only applicable to the Trial balance and the Balance sheet report types).

Report button:

This will generate the report as per your selection of the report parameters. 

Export button:

This will export the report to a text (*txt) file format; or a comma separated value (*.csv) file format. The exported data can be opened in a spreadsheet (e.g. OpenOfficeCalc / LibreOffice Calc or Microsoft Excel, etc.).  

Print button:

Click to print the report. 

3.Select a group or account and right-click on it. On the context menu, select the “Show details” option. This will launch the T-Account viewer

The T-Account viewer may also be selected on the T-Account viewer (Reports ribbon). 

The Ledger analyser will not be  automatically updated when batches or documents are updated (posted) to the ledger.  

You need to click on the Report button to rebuild (refresh) the report.

Printing unposted batches in the Ledger analyser

The Ledger analyser does not include unposted batches and documents. You may view, print and export a Trial balance, Income statement and Balance sheet for unposted as well as posted batches from the Batch entry (F2) context menu.

Viewer Debtors / Creditors - Trial balance / Balance sheet

The Trial balance and the Balance sheet report types allows you to select the Viewer Debtors / Creditors option. This will list the individual debtor (customer / client) account balances for the Debtor's control account and the individual creditor (supplier / vendor) account balances for the Creditor's control account. 

Do not select (tick) if you only need to view only the control accounts of the Debtor Creditor (supplier / vendor) accounts. 

An example, in the "Trial balance" and "Balance sheet", is as follows:

ledger-ananlyser-view-debtor-creditor

Export to Spreadsheets

Export button for all Report types on Ledger analyser 1 / Ledger analyser 2 - 

You may save the export file as Text files (*.txt) (default file type); or as CSV files (*.csv) (Comma Separated Values) file type. This will automatically open (launch) the exported file in the program associated with the selected file type:

oText files e.g. (Export.txt) - This should automatically open the exported text file of your system's default text file program associated with Text file type (*.txt) file types (e.g. Notepad, etc). You need to close the exported text file and launch your spreadsheet program. In your spreadsheet program, Open the text file to launch the "Text Import" options.

oCSV files e.g. (Export.csv) - This should automatically open the "Text Import" options of your system's default spreadsheet program associated with Comma Separated Value file type (*.csv) file types (e.g. Microsoft Excel, LibreOffice Calc, OpenOffice Calc, Ultra Office, etc.).