The sales ledger transaction report is used to provide a list of all transactions on the sales ledger. In the absence of any specific instruction from external auditors, this report should be printed immediately prior to running the sales ledger Month End process and forms part of this process.
This report can be configured using the report options shown above – transactions can be reported on within the confines of a particular range of accounts (via the ‘Start Account’ and ‘End Account’ fields) or by a date range – alternatively, this report can be produced for a particular accounting group or rep number.
The three options on the left hand side of the screen can also be used to dictate the transactions returned on the report:-
Outstanding Transactions – Displays any sales ledger transactions that have not been paid or allocated. Ledger Balance – Displays the total value of the outstanding sales ledger transactions. This value should reconcile to the debtor control balance sheet nominal codes. All Transactions – Displays all sales ledger transactions including those that have been paid or allocated.
Select the ‘Create Report’ option to display the report in the lower section of the screen:
In the image above, the ‘Outstanding Transactions’ option has been selected. Each sales ledger account is displayed as a separate line on the report, along with every outstanding transaction recorded against the account. A total account balance is also displayed:
The display includes the accounting period in which the transaction was created, the transaction type, the reference and sub reference. The run number, posting date, VAT content and total value outstanding are also displayed. The Pay Run is displayed (blank in the case of unpaid transactions) and finally the Status is shown.
The name of the account displayed acts as a link field, allowing the access to the sales ledger account enquiry screen by double clicking.
The ‘Ledger Balance’ option should be used once a month to verify that the ledger totals agree with the nominal ledger balances, before closing the month end.
The sales ledger transaction report, once generated, can be printed by selecting the ‘Print Report’ option. This will be displayed and printed in sections so once the first section has printed, select ‘Next’ to display and print the next section.
The sales ledger transaction reports can also be exported to a spread sheet using the ‘Export’ button.