Settings
Opening Balances
Recording Invoice Events
Recording Payments
Editing Entries
Deleting Entries
Reports of Invoice Ledger
The invoice ledger can be used, for example, as a so-called mini-ledger. There, accounts receivable and accounts payable can be monitored separately instead of having distinct sales and purchase ledgers, provided that the invoice amounts are minimal. The invoice ledger can also be utilized by inputting the details of those accounts that are to be detailed in the balance sheet breakdown. Such accounts may include, for example, owned shares and fixed assets.
Data in the invoice ledger can be viewed through predefined views: Open, Payments, and All events.
Settings
In order to use the invoice ledger, it must be defined for use in the settings (Settings – General – Accounting settings – tab).
In addition, in the chart of accounts (Account - Accounts - open the desired account), the invoice ledger account must be defined as either Net or Gross.
In this case, the program recognizes the account as an invoice ledger during the entry of transactions and automatically opens the invoice ledger window when saving the entry.
Opening balances
When implementing Heeros Accounting, it is possible to enter not only the actual opening balances but also the opening balances for the invoice ledger. In this case, the general ledger opening balances are entered in the usual way, and only after entering the opening balances is it advisable to activate the invoice ledger (Settings – General – Accounting Settings). The total balance of the account should be included in the actual general ledger opening balances, while the details should be entered directly into the invoice ledger in more detail.
Alternatively, details can also be entered through general ledger transactions at the invoice ledger level separately.
You can directly enter the opening balances of the invoice ledger accounts itemized, for example, by invoice. This occurs in the view Transactions – Invoice Ledger. The program is already in input mode. Entries entered directly into the invoice ledger do not affect the accounting balances of the general ledger accounts.
Select the event type as 0 (invoice) and provide the voucher date, voucher type, voucher number, account, and amount.
You can provide the same information for the voucher type and number as has been given for the opening balances in the accounting. If necessary, you can also provide a name (e.g., the name of the customer or supplier), a reference number (e.g., from the invoice), a number/description, and an additional description.
Recording invoice transactions
When entering a transaction for the general ledger or in the bank statement (manual) assignments, if an entry is made to an account that is defined as an invoice ledger account, the invoice ledger window will automatically open during the entry. In this window, additional information can be provided for the invoice ledger transaction, while some of the data will be automatically completed in the input fields according to the transaction details of the general ledger.
The bottom of the invoice ledger window displays the open transactions of the given invoice ledger account.
Type of transaction - Select 0 for the invoice (suggested by default).
Notedate, Doc. type, note number, account and total information comes from the input entry. For reporting purposes, additional information such as name (customer), number/description, and additional description can be provided for the invoice ledger transaction. This information can be utilized in invoice ledger reports. Invoice ledger reports can be printed organized by accounting account and Name field information. To ensure that the information is printed correctly on the report, it is essential that the customer's name is always written in the same way in the Name field for the invoice ledger transaction.
The invoice ledger event is recorded in the same way as the entries on the general ledger, by confirming the entry line with the enter key in the last field of the line. After this, the program returns to the entry of events, and for example, the recording of other entries of the voucher can continue.
Note: The event will not be saved in the invoice ledger with the Close button!
Recording the payment
When a payment belonging to the invoice ledger is recorded to the general ledger, the invoice ledger window opens first with the transaction type set to 0 (invoice).
When recording a payment, you need to select the invoice event to which the payment is allocated by clicking at the bottom of the Invoice Ledger window. At this point, the event type will automatically update to 1 (payment). In the allocation of the payment, you can search for the desired invoice event to which the allocation should be made by pressing Ctrl+F on the keyboard simultaneously and typing a distinguishing keyword or amount into the search field that appears.
You can save the payment transaction by pressing enter in the Total field.
Note! The Close button will not save the transaction to the invoice ledger!
If the payment is greater than the amount open on the invoice, the invoice ledger window will automatically reopen, and the final payment can be recorded for the next invoice.
You can also make a partial payment; in this case, the invoice remains open for the remaining amount.
Editing the entry
If the entry being edited involves an accounting entry where the account is an invoice ledger account and the entry relates to an invoice ledger transaction, the input window for invoice ledger will automatically open when saving the entry. This allows for the possibility to also edit the invoice ledger transaction itself if necessary.
Entry deletion
If the accounting entry related to an invoice ledger transaction is deleted, the program will prompt to confirm whether the invoice ledger transaction should also be deleted.
Invoice ledger reports
The invoice ledger reports are printed using the Reports button in the Events – Open or Events – Private view. Read more about invoice ledger reports here.