Find a transaction and open its voucher

The transactions list is the raw view of your general ledger. Each row is one line of a journal entry: one account, one amount, on the debit or the credit side. Every entry in the system appears here, whether you typed it by hand or an invoice, a receipt or a stock movement created it. Use the list to trace where an amount came from, and open the voucher to see the whole entry.

Find transactions

1. Open Accounting › Transactions › Transactions.

2. Use the search box to find lines by account name or account number.

3. Narrow the list with the filters:

   • Account to see one account's lines.

   • Batch # to see every line of one entry.

   • Type for debit or credit lines only.

   • Category for the kind of operation, such as a transfer or a closing entry.

   • Payment method for cash, cheque and the other methods.

   • Entry source: Manual for entries typed by users, Automatic for entries created by documents.

   • Status: Pending, Approved or Rejected.

4. Set From and To to limit the list to a period. The dates filter on the transaction date, the date the entry is posted on, not the day it was typed.

Read the list

The columns are ID, Date, Account, Debit, Credit, Type, Category, Payment method, Batch #, Entry source, Status and Note.

• Batch # ties the lines of one entry together. A receipt from a customer, for example, shows two rows with the same batch number: the cash or bank line and the customer line.

• Status matters for manual entries and transfers. They are posted at once but stay Pending until an approver reviews them in Transfer restrictions. A rejected entry shows Rejected, and its reversing entry appears under a new batch number.

Use Export above the list to save the filtered rows to Excel or PDF.

Open the voucher

Select any row. The voucher page gathers every line that shares the row's batch number and shows:

• The header: Registration No., Date, Entry source, Created by, Status and Created at.

• Journal Lines: each account with its code, the Debit or Credit amount and the line note.

• Totals for debit and credit, and a badge at the top that reads Balanced or Unbalanced.

A voucher is always balanced, because the system refuses to save an entry whose sides differ. If you ever see Unbalanced, report the batch number to your administrator.

Tips

• To review everything that happened in one account over a period, the detailed account statement is easier to read: it adds the opening balance and a running balance.

• To list all accounts' movements grouped by account, run the general ledger report.

• When someone asks about a payment or an invoice's accounting, ask for the batch number shown on the confirmation message. Type it in Batch # to find the entry at once.

Common questions

Can I change a transaction from this screen? No. The list and the voucher are read-only. To correct an entry, post a new journal entry that reverses it.

Why does an amount appear twice? Each entry has at least two lines, one debit and one credit. Filter by Account to see only the side you are interested in.