Ledger

The Ledger is one account’s page of your books: every posting made to it in a period, in date order, with a balance that runs down the page. Use it to see what a customer owes and how the amount was reached, to check what a supplier was paid, or to follow one expense or tax account bill by bill. Its closing balance is the figure the Trial Balance shows for the same account.

Open the report

Press Alt+4 for Financial Reports, then K. The cursor is on A/c Name. Type part of the account’s name, press Enter to take the highlighted account, or press F2 to list every account. The period starts as the financial year’s first day to today.

The list shows each account with its place and its balance. Any account can be chosen: parties, cash, bank, sales, tax, expenses, capital.

The ledger then fills in.

The first line is the opening balance. Each later line is one posting, with the balance after it.

The line under the totals says the same in words: Opening 8,600.00 Dr, Debit 3,27,797.00, Credit 3,31,000.00, Closing 5,397.00 Dr, and how many postings are shown.

What it lists

One line for each posting made to the account whose date is in the period, both days included:

• the account’s opening balance, as the first line;
• sale and purchase bills, their returns, credit and debit notes and other purchases;
• receipts and payments, in cash or through a bank;
• journals.

A posting of nil is not listed here; A/c Copy lists those too. Postings of a bill are made one for each account it touches, so a sale bill appears in the customer’s ledger, in the sales account’s ledger and in each GST account’s ledger. A line stands for one posting of one account, not for a whole bill.

Columns

The first line, Opening Balance, has its amount under Debit or Credit and its balance in the Balance column. The totals line under the grid adds up the Debit and Credit columns of the posting lines shown and counts them. The opening line is not in these totals.

Choices

From, To and Find, to the right of A/c Name.

Columns lists the columns you can hide.

Every choice is kept in the page address, so Copy link gives a link that opens the same ledger.

How the figures are worked out

The order and the running balance

SimplyERP puts the account’s postings in order: by date, and within one day all the debits before the credits, each in the order they were posted. The balance is then worked out down that order from the first posting of the books, so a line’s balance is always what the account stood at after it:

• Balance = the balance of the line above + Credit − Debit.
• A positive result is a credit balance and is marked Cr. A negative result is a debit balance and is marked Dr. A balance of nil is shown as 0.00 on the side the balance had before it. A closing balance of nil takes the side of the account’s opening balance; A/c Copy keeps the side before it.

A customer’s balance is normally Dr: they owe you. A supplier’s is normally Cr: you owe them.

The opening balance

The opening balance is the balance on the day before From: the account’s opening balance from Head of Accounts plus everything posted before From. The opening balance of an account is itself a posting, dated the first day of the financial year, so a ledger that starts on that day shows it as the opening line.

Start the same ledger on 01-07-2026 and the opening line becomes what the earlier postings left: 8,600.00 Dr less the receipts of 6,000.00 and 39,000.00 plus the three bills of 23,091.00, 16,525.00 and 24,749.00 is 27,965.00 Dr. The lines after it, and the closing balance, are unchanged.

From 01-07-2026 the opening line is the balance at the end of 30-06-2026. The closing balance is the same.

The closing balance and the totals

Closing = Opening + Credit − Debit, for the whole period, with a Dr balance counted as minus. In the example, −8,600.00 + 3,31,000.00 − 3,27,797.00 = −5,397.00, which is 5,397.00 Dr. The Debit and Credit totals, and the totals line, count only the lines shown, so with Find they are the matching lines’ totals.

How a bill’s postings appear

A bill posts to every account it touches, and each posting names the other account in Particulars. Sale bill F/56 to Raitu Mitra Agro Services posts like this:

The customer is debited the bill’s net amount and the sales account is credited the value before GST. Each GST account is credited its tax, and a charge or a round-off goes to its own account. The party’s line names the sales account; every other line names the party. All five carry the same narration and reference.

A bill that is not on credit is posted to the account that carries its payment instead of the customer: the cash account for a cash bill, the settlement account (for example UPI Settlement) for a bill paid by card or wallet. In the sales account’s ledger the Particulars then read Cash or UPI Settlement.

The sales account’s side of the same bill. F/53 to F/56 were made on the same day: to UPI Settlement, to Mallikarjuna R, to Cash and to Raitu Mitra Agro Services.

A receipt or payment posts two lines, one to the party and one to the cash or bank account, each naming the other. A journal posts a line for each row, and its Particulars read Journal Entry.

Find

Find narrows the lines, not the balances: each line keeps the balance it had in the full ledger, and the opening and closing balances are those of the full ledger. The status line then reads, for example, “10 of 19 postings match Find”.

Find “neft” keeps the ten NEFT receipts. Their balances still count the bills that are not shown.

Open, print and export

• Enter on a posting opens the bill or voucher behind it. Back returns to the same line of the ledger. The opening line opens nothing.
• F10 prints the postings shown, with the account’s name and the period in the heading. The other account’s name is printed in capitals with the narration under it. The print ends with a Totals line, which adds the opening balance on its own side to the period’s debits and credits, and the Closing Balance.
• F12 saves the ledger as an Excel workbook, with the figures as numbers.
• Alt+Enter gives the whole window to the list.