Adding, Editing & Deleting Ledgers in Ginesys HO

A Ledger is a book or file for recording the economic transactions. It is a record of total economic transactions for an economic entity. These transactions are recorded in the ledger in different accounts. It is a date-wise record of all the transactions related to a particular account such as cash, bank, sales, purchase, advertisement and so on. There are four types of ledger available in Ginesys - Liabilities, Assets, Income, and Expense. This article describes how to Manage Ledgers at Ginesys HO.

Ledger Posting Table for Each Document Type

There are 4 different types of General Ledgers in Ginesys ERP as mentioned below, each type has its own set of logic and significance.

General: This type of ledger is generally used for all types of accounting entries
Bank: Ledger’s nature as Bank are used in vouchers for making or receiving payments. Bank reconciliation and cheque printing could be done for these ledgers. In your business, Bank accounts are managed at operational site level, so tagging of owner site is mandatory in these ledgers to keep them restricted for a specific site.
Cash: This type of ledger is only used for making payments or receipts in vouchers. Journals cannot be passed using these ledgers. Cash accounts are managed at operational site level, so tagging of owner site is mandatory in these ledgers to keep them restricted for a specific site.
AR/AP: This type of ledger is used for adjusting sub-ledger balances, either via payment/receipt or via passing manual adjustment journals. Document adjustment can only be made for this kind of ledgers.

You can create ledgers for different contexts. After you create the ledgers, you can alter or delete them.
In your business, you record each transaction, and later such transactions are classified into separate accounts and get posted to the ledger. Each account has an opening balance or carry forward balance, transactions recorded either as debit or credit and a closing balance. Ledgers contain the necessary information to prepare financial statements. The ledgers in Ginesys ERP or in the Books of Accounts affect assets, liabilities, income, or expenses. Once the transactions are posted to the ledgers, considering the closing balance of each account the Trial Balance is prepared. Ginesys ERP provides flexibility to the users to generate Profit & Loss A/c and Balance Sheet. It can also generate a range of comprehensive financial statements and reports.
In Ginesys ERP, there are few predefined ledgers. Apart from the predefined ledgers, you can create as many ledgers as required for your business. You can create the ledgers before recording the transactions.

In Ginesys ERP, you also have the option to track changes made to the ledgers through Audit Log.

Note: Deletion of ledgers is not allowed once entries are passed.

Predefined ledgers

In Ginesys ERP, there are 83 predefined ledgers, details given below:

SN	Ledger Name	Type	Group Name	Nature	Site Applicable	Subledger Applicable
1	Advance Income Tax	Asset	Advances	General	No	No
2	Staff Advances	Asset	Advances	General	No	No
3	TDS Receivable	Asset	Advances	General	No	No
4	A Bank	Asset	Bank Account	Bank	No	No
5	Branch A/c	Asset	Branch Accounts	General	No	No
6	Branch Transit A/c	Asset	Branch Accounts	General	No	No
7	Cash Main	Asset	Cash-in-hand	Cash	No	No
8	Cash Drawer	Asset	Cash-in-hand	General	No	No
9	Input Service Tax	Asset	Input Vat & Service Tax	General	No	No
10	Input Vat - 4%	Asset	Input Vat & Service Tax	General	No	No
11	Electricity Deposit	Asset	Deposits	General	No	No
12	Stock - RM (B/S)	Asset	Stock-in- hand	General	No	No
13	Stock - FG (B/S)	Asset	Stock-in- hand	General	No	No
14	Sundry Debtors	Asset	Sundry Debtors	AR/AP	No	Yes
15	Computer	Asset	Depreciable Assets	General	No	No
16	Furniture & Fixture	Asset	Depreciable Assets	General	No	No
17	Land & Buildings	Asset	Land	General	No	No
18	Preliminary Expenses	Asset	Misc. Expenditures	General	No	No
19	B Bank Term Loan	Liability	Term Loan	General	No	No
20	Cash Credit C Bank	Liability	Bank OD A/c	Bank	No	No
21	ABC Loan Ltd	Liability	Loans From Body Corporates	General	No	No
22	Provision for Income Tax	Liability	Provision for Taxation	General	No	No
23	Share Application Money	Liability	Share Application Money	General	No	No
24	Sundry Creditors for Expenses	Liability	Sundry Creditors	AR/AP	No	Yes
25	Sundry Creditors for Fixed Assets	Liability	Sundry Creditors	AR/AP	No	Yes
26	Sundry Creditors for Goods	Liability	Sundry Creditors	AR/AP	No	Yes
27	Salary Payable	Liability	Other Payables	General	No	No
28	Unadjusted Return	Liability	Other Payables	General	No	No
29	TDS Payable	Liability	Other Payables	General	No	No
30	Vat Payable	Liability	Other Payables	General	No	No
31	General Reserve	Liability	Reserves & Surplus	General	No	No
32	Profit & Loss A/c - B/S	Liability	Reserves & Surplus	General	No	No
33	Share Premium	Liability	Reserves & Surplus	General	No	No
34	Share Capital	Liability	Share Capital	General	No	No
35	Stock Transfer Sent	Income	Stock Transfers	General	Yes	No
36	Sales - S&D	Income	Sales	General	Yes	No
37	Sales - POS	Income	Sales	General	Yes	No
38	Sales - Service	Income	Sales	General	Yes	No
39	Closing Stock - RM (P/L)	Income	Closing Stocks	General	Yes	No
40	Closing Stock - FG (P/L)	Income	Closing Stocks	General	Yes	No
41	Interest Received	Income	Other Incomes	General	Yes	No
42	Purchase Taxable	Expenses	Purchase Taxable	General	Yes	No
43	Purchase Return Taxable	Expenses	Purchase Taxable	General	Yes	No
44	Purchase - Non Taxable	Expenses	Purchase Non Taxable	General	Yes	No
45	Purchase Return - Non Taxable	Expenses	Purchase Non Taxable	General	Yes	No
46	Discount on Purchases	Expenses	Purchase Other Charges	General	Yes	No
47	Freight Inward	Expenses	Purchase Other Charges	General	Yes	No
48	Stock Transfer Received	Expenses	Stock Transfers	General	Yes	No
49	Job Working Expenses	Expenses	Job Working Expenses	General	Yes	No
50	Opening Stock - RM (P/L)	Expenses	Opening Stocks	General	Yes	No
51	Opening Stock - FG (P/L)	Expenses	Opening Stocks	General	Yes	No
52	Bonus & Leave	Expenses	Cost of Employees	General	Yes	No
53	Salaries	Expenses	Cost of Employees	General	Yes	No
54	Employees Welfare Expenses	Expenses	Employees Welfare	General	Yes	No
55	Travelling Allowance	Expenses	Employees Welfare	General	Yes	No
56	Depreciation Expenses	Expenses	Depreciations	General	Yes	No
57	Finance Charges	Expenses	Finance & Interest Expenses	General	Yes	No
58	Interest on Term Loan	Expenses	Finance & Interest Expenses	General	Yes	No
59	Excess / Shortage	Expenses	General Expenses	General	Yes	No
60	General Expenses	Expenses	General Expenses	General	Yes	No
61	Office Expense	Expenses	General Expenses	General	Yes	No
62	Round Off	Expenses	General Expenses	General	Yes	No
63	Motor Car Expenses	Expenses	Motor Car Expenses	General	Yes	No
64	Carriage & Cartage	Expenses	Freight Outward	General	Yes	No
65	Freight Outward	Expenses	Freight Outward	General	Yes	No
66	Advertisement Expenses	Expenses	Advertisement Expenses	General	Yes	No
67	Mass Media Expenses	Expenses	Advertisement Expenses	General	Yes	No
68	Loyalty Redemption Expenses	Expenses	Sales Promotion Expenses	General	Yes	No
69	Postage & Courier Charges	Expenses	Postage & Courier Charges	General	Yes	No
70	Books & Periodicals	Expenses	Printing & Stationery	General	Yes	No
71	Printing & Stationery	Expenses	Printing & Stationery	General	Yes	No
72	Filing Fees	Expenses	Rates & Taxes	General	Yes	No
73	Rates & Taxes	Expenses	Rates & Taxes	General	Yes	No
74	Annual Maintenance Charges	Expenses	Repairs & Renovation Expenses	General	Yes	No
75	Repairs & Renovation	Expenses	Repairs & Renovation Expenses	General	Yes	No
76	Communication Expenses	Expenses	Telephone Expense	General	Yes	No
77	Mobile Expenses	Expenses	Telephone Expense	General	Yes	No
78	Local Conveyance	Expenses	Travelling & Conveyance Expenses	General	Yes	No
79	Travelling Expenses	Expenses	Travelling & Conveyance Expenses	General	Yes	No
80	Car Running Expenses	Expenses	Vehicle Expenses	General	Yes	No
81	Bank Charges	Expenses	Bank Charges	General	Yes	No
82	Income Tax	Expenses	Income Tax	General	Yes	No
83	Inter Site Reconciliation	Liability	Reserves & Surplus	General	No	No

Ledger and Voucher alignment

Ledger Type	AP Voucher	AR Voucher	Contra Voucher	General Voucher	General Journal	Credit Journal	Debit Journal	AR/AP Journal
General				/	/
Bank			/	/
Cash			/	/
AR / AP								/
Business Use Case	This voucher is used to make the payment to the Vendors	This voucher is used to receive the payment from the Customers	This voucher is used to make bank balance transfer, deposit cash to bank, withdraw cash from bank, cash transfer from one petty cash a/c to another	This voucher is used to make adhoc/generic payment which are not routed or controlled via sub ledger. Eg- daily puja expenses of store	These are pure accounting book adjustment entries. Eg- Asset depreciation, impairment, audit corrective entries etc.	This journal is used to increase the liability/payable of the party. Eg- Discount given to party for prompt payment	This journal is used to decrease the liability/payable of the party. Eg- Discount received from party for prompt payment	This is used to make party level adjustment.

Note:

(Debit) (Credit) Greyed Out Box (Not Applicable Ledger)

Add Ledgers

Prerequisites

The user's role must have the Add application operation enabled for Ginesys Web - Admin - Finance - Chart of Accounts - Ledgers and Ginesys Web - Finance - Chart of Accounts - Ledgers through Roles in Ginesys Web - Admin - Security.
Group of the ledger must exist.

Step-by-step guide

Go to Ginesys Web> Finance > Chart of Accounts > Ledgers.
Ledger module will open.
Click on Add button.
Add Ledger window will open.
Put in the Name and the Abbreviation which will be used for it. These are mandatory fields.

You will get two tabs - General and Applicable Site.

General: The General is further divided into three sections - General, Communication and Others.

General

General: In this section you will get Group, Type, Nature etc.

Fields	Functions
Group	This field records the group to which the ledger belongs. This is a mandatory field.
Type	This field automatically gets filled when you enter the Group.
Nature	Here you can enter the type of ledger it belongs to. You may choose Cash, Bank, AR/AP or General. This is a mandatory field.
Sub Ledger Applicable	This field has aYesorNocheck fields beside it. If you want to include a sub ledger under your ledger, then selectYes, or else selectNo.
Site Applicable	This field, too, has YesorNocheck fields. If you want to display the site from which the ledger is being made, then selectYes, or else selectNo. Note: If you selectNo, then theApplicable Sitestab will appear disabled and you won't be allowed to select the sites / sites to which the ledger will be tagged to.

Communication

Communication: TheCommunicationsection contains the Contact Details of the person against whom the particular ledger is being made. If the person concerned is a jobber or a supplier, then this section will contain the Contact Details of that person. It includes Name, Phone Number, Address, Email etc.

Fields	Functions
Contact person	This has two related fields: Name (name of the contact person) and Mobile Number (mobile number of the contact person).
Address	This has seven related fields: Address City Std Code District State Pin Code Country Address, City and Pin code are user inputs; however, City can be selected from the lookup. The Std Code, State and Country fields are automatically displayed on selection of City.
Phone Number	In this section, three (3) contact numbers of person (Office, Residence etc) can be recorded here.
Fax Number	In this section, two (2) Fax Numbers of the person can be recorded here.
Email	This section has the option of recording 2 Email ids of the person.
Website	The person's website link can be recorded here.

Others

This section contains the following details:

Fields	Functions
Cheque Label	This field records the name which will be used in cheques for the particular ledger. It could be name of a particular person or an organisation.
TDS Source	This field allows you to select the desired TDS source.
Central Sales Tax No.	In this field, you can enter the Central Sales Tax No. (Number) or CST No.
Local Sales Tax No.	In this field, you can enter the Local Sales Tax No. (Number).
PAN	This field records the PAN number of the person for whom the ledger is being created.
Interest Rate	In this field, you can enter the interest rate to be levied.

Applicable Sites- This tab displays all the sites that are use the ledger. The Select Site button allows you to select the sites you want to tag the ledger to.

Click on the Select Site button.
Select Applicable Site window will open.
Select one site.
Click on Populate button.

The Site will be populated with the following fields.

Field Name	Description
Site Name	In this field, you can see the names of the available sites that can be tagged to the ledger.
Short Name	This field displays the short name of the sites.
Site Type	This field displays the site type of the available sites.
OU Name	Here you can see the name of the Organisational Unit (OU) of the respective available sites.

Then click on the Save button to save the ledger.

Edit Ledger

Prerequisites

The users' role must have access to the Ledger feature by enabling Modify app operation for the feature in Admin - Security - Role.
Ledgers must exist.

Step-by-step guide

The steps are as follows:

Go to Ginesys Web> Finance > Chart of Accounts > Ledgers.
Ledger module will open.
The available Ledger will be listed.
Select a ledger which you want to edit.
Go to Action > Edit or double click your selected ledger.
Edit Ledger window will open populating all the particular fields.
Make the required changes and click on Save.
Modification restrictions

Note: Applicable Sites tab cannot be modified whether the ledger is site applicable or not.

Note: You can Extinct the selected ledger by selecting the check box This record is extinct.

Delete Ledger

Prerequisites

The users' role must have access to the Ledger feature by enabling Delete app operation for the feature in Admin - Security - Role.
Ledgers must exist.

Step-by-step guide

The steps are as follows:

Go to Ginesys Web> Finance > Chart of Accounts > Ledgers.
The available Ledger will be listed.
Select the ledger which you want to delete.

Note: You cannot Delete a ledger which is already tagged to another document. However you can Extinct that ledger to prevent further transaction.
Go to Action > Delete.
You will get an alert message "Record once deleted cannot be retrieved. Delete record?".
If you click on Yes the Ledger will be deleted.

Online Printing option is now available from version 12.6.6 onwards.

To go back to the main page click on the link : Setting Up the Ginesys Finance