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Managing Ledger

Batoi Apps Cloud helps you to track the information that provides a record of each financial transaction, which is posted as debits or credits, through Ledger.

For detailed information about 'Ledgers', follow the steps as mentioned below:

Currently, only Tenant Admin can manage Ledgers for an Organisation.

In the menu bar, click on the 'Sidebar Menu' icon. Click on the 'Finance & Accounting' menu and then click on the 'Ledgers' sub menu as shown in Figure 1.

Figure 1
Figure 1

Upon doing so, the list page for 'Ledgers' for all the Organisational Units those have been added for your Organisation will be displayed 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 Add Ledger Entry Click to add ledger entry for any organisational unit
2 Active Organisational Unit The name of the active organisational unit for which ledger details are displaying
3 List of Organisational Units The list of all the organisational units added for an organisation. Click on a particular organisational unit tab to view the ledger details
4 Current Date with Day The balance information of different ledger types will appear for the current date for the active organisational unit
5 Balance The total balance available in the active organisational unit after adding the balance available in all the ledgers and then deducting the payable amount from the total amount
6 Add Ledger Entry Click to add a ledger entry for the active organisational unit
7 Cash Ledger Type Name The total balance available in the cash type ledger for the active organisational unit
8 Bank Ledger Type Name The total balance available in the bank type ledger for the active organisational unit
9 Bank Ledger Type Name The total balance available in the bank type ledger for the active organisational unit
10 Converted Value The total balance available in the bank type ledger after converting the balance present in the bank type ledger to the currency selected for the organisational unit
11 Total The total balance by adding the balance available in all the ledgers for the active organisational unit
12 Payable The amount to be paid by the active organisational unit
13 Ledgers The list of recent ledger entries for the active organisational unit for the current fiscal year
14 Pending & Payable Invoices The list of recent pending and payable invoices for the active organisational unit

Add Ledger Entry

To add a Ledger entry for any Organisational Unit, click on the '+' button as shown in Figure 3.

Figure 3
Figure 3

To add a Ledger entry for the active Organisational Unit, click on the '+' button from the active Organisational Unit tab as shown in Figure 4.

Figure 4
Figure 4

If a Ledger is getting added from the active Organisational Unit tab, then the particular Organisational Unit will be auto-selected for the field 'Select Organisation' in the 'Add Ledger Entry' pop-up window. Otherwise, the user has to select the Organisational Unit from the 'Add Ledger Entry' pop-up window.

After clicking on the '+' button, the 'Add Ledger Entry' pop-up window will appear with three types of Ledger Entry options which are 'Journal', 'Credit' and 'Debit' as shown in Figure 5.

Figure 5
Figure 5

Add Journal Ledger Entry

The option 'Journal' will be auto-selected in the 'Add Ledger Entry' pop-up window as shown in Figure 6. Each step shown in Figure 6 is explained in the below table.

Figure 6
Figure 6
Sl. No. Name Type Description
1 Select Organisation Required Select an organisational unit from the drop-down menu
2 From Ledger Required Select the ledger type from the drop-down menu from which you want to deduct the amount
3 To Ledger Required Select the ledger type from the drop-down menu to which you want to add the amount
4 Amount Required Enter the amount to be deducted from the selected ledger type
5 Fiscal Year Required Select the fiscal year from the drop-down menu for this journal entry
6 Payment Date Required Enter the payment date for this journal entry which should be in between the selected fiscal year

Once you are done with, click on the 'Submit' button as shown in Figure 6.

After the Journal Ledger Entry, the 'Ledgers' widget will appear as shown in Figure 7.

Figure 7
Figure 7

Add Credit Ledger Entry

To add Credit Ledger Entry, select the 'Credit' option from the 'Add Ledger Entry' pop-up window as shown in Figure 8. Each step shown in Figure 8 is explained in the below table.

Figure 8
Figure 8
Sl. No. Name Type Description
1 Select Organisation Required Select an organisational unit from the drop-down menu
2 Ledger Required Select the ledger type from the drop-down menu to which you want to add the amount
3 Fiscal Year Required Select the fiscal year from the drop-down menu for this credit ledger entry
4 Payment Date Required Enter the payment date for this credit ledger entry which should be in between the selected fiscal year
5 Payment From Required Select the organisation from the drop-down menu from which the amount to be deducted
6 Select Invoice(s) Required Select the invoice which will populate according to the organisation selected from which the amount to be deducted
7 Amount Required The amount will auto-populate after selecting the invoice
8 Payment Type Optional Select the payment type from the drop-down menu
9 Payment Ref. Number Required The payment reference number will generate according to the 'Unique Record Identifier' settings
10 Payment Note Required Enter the payment note for the ledger entry

Once you are done with, click on the 'Submit' button as shown in Figure 8. Upon doing so, the credit ledger entry will appear in the 'Ledgers' widget.

Add Debit Ledger Entry

To add Debit Ledger Entry, select the 'Debit' option from the 'Add Ledger Entry' pop-up window as shown in Figure 9. Each step shown in Figure 9 is explained in the below table.

Figure 9
Figure 9
Sl. No. Name Type Description
1 Select Organisation Required Select an organisational unit from the drop-down menu
2 Ledger Required Select the ledger type from the drop-down menu from which you want to deduct the amount
3 Fiscal Year Required Select the fiscal year from the drop-down menu for this debit ledger entry
4 Payment Date Required Enter the payment date for this debit ledger entry which should be in between the selected fiscal year
5 Payment To Required Select the organisation from the drop-down menu to which the amount to be credited
6 Select Invoice(s) Required Select the invoice which will populate according to the organisation selected to which the amount to be credited
7 Amount Required The amount will auto-populate after selecting the invoice
8 Payment Type Optional Select the payment type from the drop-down menu
9 Payment Ref. Number Required The payment reference number will generate according to the 'Unique Record Identifier' settings
10 Payment Note Required Enter the payment note for the ledger entry

Once you are done with, click on the 'Submit' button as shown in Figure 9. Upon doing so, the debit ledger entry will appear in the 'Ledgers' widget.

View Ledger Logs

To view the ledger entries for all the fiscal years of the selected Organisational Unit, click on the 'All' link from the 'Ledgers' widget as shown in Figure 10.

Figure 10
Figure 10

View All Pending & Payable Invoices

To view all the pending & Payable Invoices of the selected Organisational Unit, click on the 'All' link from the 'Pending & Payable Invoices' widget as shown in Figure 11.

Figure 11
Figure 11

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