Ledger

The ledger is a simple double-entry bookkeeping tool inside Commerce. You set up a chart of accounts, such as cash, receivables and revenue, and post transactions that move amounts between them. Every transaction must balance, so the books always add up.

Key concepts#

Account

One line in your chart of accounts, identified by a code (such as 1000) and a name (such as Cash).

Account type

asset, liability, equity, revenue or expense. The type describes the account. It doesn’t change how posting works.

Transaction

One posting with a description and a date, made up of two or more entry lines.

Debit and credit

Each line puts an amount in the Debit or the Credit column of one account. In every transaction, total debits must equal total credits.

Who can use it#

Set up your accounts#

You need at least two accounts before you can post anything.

1. Open the Ledger tab

   Go to CommerceLedger. The Accounts section is at the top.

2. Fill in the account form

   Enter a Code (for example 1000) and a Name (for example Cash), then choose a Type. Code and name are both required.

3. Select Add account

   The account joins the list, which is sorted by code. Repeat for each account you need.

A small starting chart of accounts might look like this:

Post a transaction#

1. Go to New transaction

   The form is at the bottom of the Ledger tab. It starts with two entry lines.

2. Describe it

   Type a Description, such as AnyDay payment for INV-1041. It is optional, but transactions without one are listed as Untitled transaction.

3. Fill in the lines

   For each line, pick an Account and enter an amount under Debit or Credit. Use Add line for more lines, and Remove on a line when there are more than two.

4. Check the balance badge

   The badge next to Add line shows running totals, for example Debits $500.00 · Credits $500.00. It turns green when the transaction balances.

5. Select Post transaction

   The button is enabled once every line has an account, debits equal credits, and the total is more than zero. The transaction is dated today.

Posting rules#

• A transaction needs at least two lines.
• Total debits must equal total credits. Otherwise the form shows Debits and credits must be equal before this can be posted.
• The total must be more than zero. Otherwise you see A transaction must move a non-zero amount.
• Amounts can’t be negative.

Example: recording a customer payment#

AnyDay pays $500.00 against an invoice you had already booked as a receivable:

Correcting a mistake#

Posted transactions can’t be edited or deleted. To correct one, post a reversing transaction that swaps the debits and credits of the original, then post the correct version. Mention the original in both descriptions so the trail is easy to follow.

Limitations#

• The ledger doesn’t update itself. Issuing invoices, recording payments and reimbursing expenses don’t post anything, so post those yourself if you keep your books here.
• The transaction list shows each transaction’s description and date only. It doesn’t show entry lines or account balances, so export or reconcile outside UnitX if you need those.
• Amounts entered on the Ledger tab are in US dollars. Backdating a transaction, adding a reference to another record, or using other currencies needs the API.

Related#

• Payments
• Expenses
• Commerce overview