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Adding, Editing & Deleting Ledgers in Ginesys ERP

Owned by Deepankana Roy (Unlicensed)
Last updated: Apr 10, 2024 by Aparajita Basu Roy
5 min read

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/Cash: This type of ledger is only used for making payments or receipts in vouchers. Journals cannot be passed using these ledgers.

  • 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.


Ledger TypeAP VoucherAR VoucherContra Voucher

General Voucher

General JournalCredit 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 paymentThis journal is used to decrease the liability/payable of the party. Eg- Discount received from party for prompt paymentThis is used to make party level adjustment.

Note: 

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

 Add Ledgers

Prerequisites

  1. 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.
  2. Group of the ledger must exist. 

Step-by-step guide

  1. Go to Ginesys Web> Finance > Chart of Accounts > Ledgers.

  2. Ledger module will open.

  3. Click on Add button.

  4. Add Ledger window will open.

  5. Put in the Name and the Abbreviation which will be used for it. These are mandatory fields.

  6. You will get two tabs - General and Applicable Site.



    1. 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.

      TypeThis 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 ApplicableThis 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: The Communication section 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 personThis 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 NumberIn this section, three (3) contact numbers of person (Office, Residence etc.) can be recorded here. 
      Fax NumberIn this section, two (2) Fax Numbers of the person can be recorded here.
      EmailThis section has the option of recording 2 Email ids of the person.
      WebsiteThe person's website link can be recorded here.
       Others

      This section contains the following details:

            

      Fields
      Functions
      Cheque LabelThis field records the name which will be used in cheques for the particular ledger. It could be name of a particular person or an organization.
      TDS SourceThis 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).
      PANThis field records the PAN number of the person for whom the ledger is being created.
      Interest RateIn this field, you can enter the interest rate to be levied.

    2. 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.

      1. Click on the Select Site button.

      2. Select Applicable Site window will open.

      3. Select one site. 

      4. Click on Populate button.

      5. 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 Organizational Unit (OU) of the respective available sites.


  7. Then click on the Save button to save the ledger.               
 Edit Ledger

Prerequisites

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

  2. Ledgers must exist.

Step-by-step guide

The steps are as follows: 

  1. Go to Ginesys Web> Finance > Chart of Accounts > Ledgers.

  2. Ledger module will open.

  3. The available Ledger will be listed. 

  4. Select a ledger which you want to edit.

  5. Go to Action > Edit or double click your selected ledger.

  6. Edit Ledger window will open populating all the particular fields.  


  7. 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

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

  2. Ledgers must exist.

Step-by-step guide

The steps are as follows:

  1. Go to Ginesys Web> Finance > Chart of Accounts > Ledgers.

  2. The available Ledger will be listed. 

  3. 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.  

  4. Go to Action > Delete.

  5. You will get an alert message "Record once deleted cannot be retrieved. Delete record?".

  6. 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