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Managing Ledger Settings for an Organizational Unit

This article explains how you can add different ledger types for your organizational unit either by selecting a cash type ledger or a bank type ledger.

Clicking on the 'Ledger' button from the view Organizational Unit page as shown in Figure 1 will open up the 'Ledger Settings' page for that Organizational Unit.

Figure 1
Figure 1

Upon doing so, the 'Ledgers' page of an Organizational Unit will appear as shown in Figure 2. Each step shown in Figure 2 is explained in the below table.

Figure 2
Figure 2
Sl. No. Name Description
1 Back Use this button to return to the view page of organizational unit
2 Add Ledger Click to add ledger for an organizational unit
3 Cash A cash ledger type added for an organizational unit
4 Ledger Type Name The name of the cash ledger type
5 Initial Balance (Currency) The initial balance added for the ledger type
6 Current Balance (Currency) The current balance available in the ledger type
7 Bank A bank ledger type added for an organizational unit
8 Details The details added for a bank ledger type
9 Edit Ledger Click to edit ledger added for an organizational unit

Add Ledger

To add Ledger for an Organizational Unit, click on the 'Add Ledger' button present in the toolbar as shown in Figure 3.

Figure 3
Figure 3

Upon doing so, the 'Add Ledger' pop-up window with two ledger types 'Cash' and 'Bank' will appear as shown in Figure 4. Click on the 'Cash' tab to add a Cash type ledger for the Organizational Unit. Click on the 'Bank' tab to add a Bank type ledger for the Organizational Unit. If Cash ledger type is selected, then the 'Add Ledger' pop-up window will appear as shown in Figure 4. Each step shown in Figure 4 is explained in the below table.

Figure 4
Figure 4
Sl. No. Name Type Description
1 Name Required Enter the name of the cash type ledger
2 Currency Denomination (Currency) Optional Enter the currency denomination for the cash type ledger
3 Quantity Optional Enter the quantity for the entered currency denomination
4 + Add More Optional Click to add one more currency denomination and quantity by adding one more row
5 Total Initial Balance Optional The total initial balance will auto-populate according to the quantity entered for the currency denomination
6 Select Currency Required The currency selected for the organizational unit will be auto-selected here. However, you can still edit the currency for this field

If another Currency is selected for the Cash type ledger, then the 'Add Ledger' pop-up window will appear with one more field 'Conversion Value' as shown in Figure 5.

Figure 5
Figure 5

Then enter the 'Conversion Value' for that particular cash type ledger to convert the Cash of the selected currency to the original currency selected for the Organizational Unit as shown in Figure 6.

Figure 6
Figure 6

If Bank ledger type is selected, then the 'Add Ledger' pop-up window will appear as shown in Figure 7. Each step shown in Figure 7 is explained in the below table.

Figure 7
Figure 7
Sl. No. Name Type Description
1 Bank Name Required Enter the bank name
2 Account Number Optional Enter the account number
3 Initial Balance Required Enter the initial balance for the bank type ledger
4 Street Address Optional Enter the street address of the bank
5 Country Optional Enter the country in which the bank is located
6 State Optional Enter the state in which the bank is located
7 City Optional Enter the city in which the bank is located
8 Zip Code Optional Enter the zip code in which the bank is located
9 Phone Number Optional Enter the contact number of the bank
10 Transfer Code Label Optional Enter the transfer code label (IFSC, MICR etc.)
11 Transfer Code Value Optional Enter the transfer code value
12 + Add More Optional Click to add one more transfer code by adding one more row
13 Select Currency Required The currency selected for the organizational unit will be auto-selected here. However, you can still edit the currency for this field

If another Currency is selected for the Bank type ledger, then the 'Add Ledger' pop-up window will appear with one more field 'Conversion Value' as shown in Figure 8.

Figure 8
Figure 8

Then enter the 'Conversion Value' for that particular bank type ledger to convert the amount of the selected currency to the original currency as selected for the Organizational Unit.

If another currency is selected for the Bank type ledger, then the Ledgers page will appear as shown in Figure 9.

Figure 9
Figure 9

Edit Ledger

To edit a Cash Ledger, click on the 'Edit Ledger' button appearing against each Cash Ledger as shown in Figure 10.

Figure 10
Figure 10

Upon doing so, the 'Edit Ledger' page for cash type ledger will appear as shown in Figure 11.

Figure 11
Figure 11

To edit a Bank Ledger, click on the 'Edit Ledger' button appearing against each Bank Ledger as shown in Figure 12.

Figure 12
Figure 12

Upon doing so, the 'Edit Ledger' page for bank type ledger will appear as shown in Figure 13.

Figure 13
Figure 13

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