General Ledger
The general ledger is the complete record of your books: every debit and credit that has been posted, from every part of Bokapsys. Your Balance Sheet, Income Statement, Trial Balance and Dashboard are all built from it.
The General Ledger page, under Accounting → General Ledger, lets you see those entries directly. Use it to answer questions like “what has been posted to this account?”, “where did this number come from?” or “has this bank account’s activity reached the books?”
Before you start
Section titled “Before you start”You need a role with access to the General Ledger. Reversing a journal entry from this page also requires access to Journal Entries. See Team and roles.
What you see
Section titled “What you see”At the top, three tiles show the number of Entries matching your filters, and their Total debits and Total credits. In a complete set of books the two totals are equal.
Below is the list of entries, with:
- Date and Description
- Account: the account in your Chart of Accounts
- Source: where the entry came from
- Debit and Credit
- Status
- Manage: what you can do with the entry
Each posted transaction normally appears as at least two lines, one debit and one credit, because every transaction affects at least two accounts.
Sources
Section titled “Sources”Entries come from across Bokapsys, including:
- Bank Statement: your bank and credit-card statements
- Journal Entry and JE Reversal
- Invoice, Invoice Void, Credit Note, Write-off, Customer Payment and Customer Refund
- Bill and Bill Void
- Accrual, Accrual Reversal
- Depreciation, Prepaid and Loan Interest
- Trial Balance, from an opening-balance import
- Year-End Close and Year-End Reversal
- Payroll: posted pay runs, payroll payments and pay-run reversals
Statuses
Section titled “Statuses”- Posted: a live entry that counts in your reports.
- Reversed: an entry that has been cancelled by a reversing entry. It no longer counts in your reports, but it stays visible for your audit trail.
- Closed: an entry in a fiscal year that has been closed with Year-End Close. It still counts in your reports.
Find entries
Section titled “Find entries”Use the filters above the list. They can be combined.
- Status: Posted (the default), Reversed, Closed or All statuses.
- Source: limit the list to one source, such as bank statements or invoices.
- Bank account: show only entries linked to one bank account.
- GL account #: enter an account code from your chart, such as
1001. This is the code in your chart of accounts, not the last four digits of a bank account number. - Date range: a start and end date.
- Search description: find entries by text in their description.
The list is paginated; use Prev and Next to move through long results.
Open the source of an entry
Section titled “Open the source of an entry”The Manage column shows where each entry is managed. For most sources it shows a link such as Open Bank Statement or Open Depreciation, which takes you to the page that owns that entry. A Payroll entry opens Run Payroll, filtered to the pay run it came from. For invoices, bills and their payments it names the source instead, for example Managed in Invoice or Managed in Bill; find the document under Invoicing.
Reverse a journal entry
Section titled “Reverse a journal entry”Journal entries are the one source you can reverse directly from the General Ledger.
- Find the posted journal entry line. Filtering Source to Journal Entry helps.
- Click Reverse in the Manage column.
- Confirm. Bokapsys posts an equal and opposite reversing entry and marks the original as reversed.
Nothing is deleted. Both the original and the reversal stay in the ledger, so your audit trail is complete. This does the same thing as voiding the entry on the Journal entries page.
Why only journal entries?
Section titled “Why only journal entries?”Every other source has its own correct way to be undone, and doing it from the ledger would leave the source and the books out of step. For example:
- An invoice or bill is voided from its own page, which posts the matching entries and updates what the customer or vendor owes.
- A bank statement is corrected from View Statements, and reconciled statements are locked until the reconciliation is undone.
- Entries in a closed year can only change after the year is reopened.
Undoing at the source keeps everything consistent, so the General Ledger only offers the one undo it owns.