The General Ledger report shows you the details of every transaction going in and out of your accounts on an accrual basis. These transactions are generated whenever you issue Invoices, track expenses, accept payments, and log other income to name a few.
This works alongside with the Trial Balance report, helping you ensure that all your categories and parent accounts balance. You can also use the General Ledger to match your bank statement, after adjusting date range filters.
Access the General Ledger Report
The General Ledger report can be accessed using these steps:
- Select the Reports section
- Then select General Ledger under Accounting Reports.
To adjust your view of the General Ledger report, select Filters under Settings. From there, you can change:
- Reset all - Select this link to restore the filters back to the default settings
- Date Range - Choose from This Month, This Year, Last Year, This Quarter, Last Quarter, or Custom to enter a specific date range (or if you’ve changed your fiscal year end date, choose from the extra options)
- Currency - Toggle between multiple currencies, only one currency can be viewed at a time
- Limit To - Choose All Accounts, or select a specific account
If your General Ledger has more than 5000 lines, you'll find the option to Change the filters to reduce the data set, or to Export full Report for Excel instead.
Additional options can also be accessed in the top right corner of the General Ledger report:
- Export for Excel - Download the report as a CSV file
- Print - Print the report or save the report as a PDF using the print dialog
- Send... - Email the report to any specific email addresses
The accounts displayed are organized in the following order:
For each account, a list of transactions are displayed which make up the account’s net movement. Each transaction has at least two corresponding entries within at least two accounts.
Select any transaction’s Account Type, highlighted in blue, to drill in and find more details on the transaction.
For more information on the Retained Earnings account, use the Balance Sheet report instead.
What are journal entry transactions on the General Ledger Report?
Journal Entries (previously known as Adjustments) are journal entries have been created manually by your accountant or by you through Advanced Accounting.
You can run a Journal Entry report to view all manually created journal entries, or you can use the below steps to filter the General Ledger report to show all your journal entries in any given time period:
- Select the Reports section
- Select General Ledger under Accounting Reports
- Adjust the filters as needed for the Date Range, Currency and/or Accounts you want to view, then select Apply
- Search for any transaction with the keyword Journal Entry - these are your manually created Journal Entries
- To filter even further, select the More Actions button and select Export to Excel
- In your spreadsheet app, you can sort by Transaction Type and filter to Journal Entry transactions only. The filtered spreadsheet will now show only manually created Journal Entries with the Debit and Credit amounts for each transaction.