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Displaying the Ledger

Ledger : Displaying / Printing, How To Display Ledger, Accounts Module

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To display Ledger give Menu Command Ledger . Ledger window will be displayed. By default the ledger is displayed for the up to date current financial year. This period is displayed in the frame marked period.

Press the option button Year to Date to display the ledger from start of the financial year to current date.

Any period can be selected for displaying ledger of that period. To select period press option button Voucher Date . Enter the two dates in the text boxes which will be displayed. Press option button Year to Date . The ledger of selected period will be displayed for selected account name.

Account name can be selected in three different ways.
1. Type the account name in Drop Down Combo (DDC) box or select the name after clicking the downward arrow button to the right of DDC box.
2. Type the code number, in text box adjacent to DDC box, of the account name you want to display. If the code is valid account name of the code will appear in DDC box automatically. Press enter to get the data displayed or click option button Year to Date . The code in the text box get highlighted. It means text box is ready to take another code entry. If the code is invalid no name will be displayed in the DDC box.
3. Click on command button Select A/C . It will show the list of the account name and their codes. You can select any one from the list and press O.K . To add new account name in the list click on command button New/Edit . If the account name does not contain entry for selected name it will display a message saying "A/C name not found" with account name given below. Remember account name and its codes should be unique.

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The command button Specify Other Option will display the list of option button as shown above. Press appropriate option button if you want to display Ledger according to one of the five criteria for listing: Consolidate Voucher, Consolidate Day wise, Sort by Amount, Sort by Particulars and Show Narrations.

When you consolidate vouchers then transactions having same debit or credit account head during the day will be consolidated and only the total will be displayed against that account head and the vouchers numbers will appear in the narration. For example all your cash sales of the day will be consolidated with all the invoice numbers showing in the narration. To display Ledger with consolidated vouchers check ( X ) the check box marked Consolidate Vouchers and then press the option button Year to Date . The ledger with consolidated entries will be displayed.

To display consolidated Ledger check ( X ) the check box marked consolidate day wise and then press the option button Year to Date . The consolidated ledger will be displayed. It will show all entries for the selected period with the closing and opening balances calculated for each day.

Ledger entries can also be sorted by Particulars or Amount. Check ( X ) the appropriate check box and then press the option button Year to Date . The ledger with entries sorted according to particulars or amount will be displayed. Sorting will be done in ascending order.

If you want to see the narrations along with each ledger entry then check ( X ) the check box marked Show Narrations and then press the option button Year to Date . The Ledger along with the narration for each entry will be displayed.

To close this option list click command button Close Option Frame .

If you want to list ledger of all accounts name for the selected period press the command button All A/C and then O.K for the displayed message.

If you press enter key or double click after selecting a ledger entry then the concerned voucher / invoice / memo will be opened for review if you answer yes to the message which will be displayed. This windows will open when you press enter key or double click with the mouse on the grid.

To display the ledger account click the command button Print Selected .

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A small window will be displayed with two blocks, left hand block with the heading Print Selected A/C Ledger will display all the account ledgers. If you click the button Add All , all the ledger will be listed, in the second block with the heading Selected Ledger A/C. From here you can delete the name of ledger accounts by clicking against the ledger and then click the Delete key of the keyboard. If you want to clear the list click the button Clear List . When you select the button Print Now , a message will be displayed asking : DO YOU WANT TO DISPLAY THE SELECTED LEDGER ACCOUNT ?, if you click Yes the processing for each selected account will start and after its completion a new window will be displayed. For each ledger account the Voucher no., Date, Particulars, Dr/Cr values will be displayed.

To print click the button Print and for its help refer Print Using Hitech Print Engine

To close this window of ledger click on command button Close .