This article provides you with an overview of exporting your subledger.
Reference Date: Select either the Transaction Date or the Posting Date according to which items will be included.
- Subledger SAGE50
- General Ledger and Subledger
Export From and Export To: Select the dates to include in the subledger.
Note: Transactions that occurred on the "Export to" date will not be included. In the image above, the only transactions exported would be from Aug. 10 to Sept.9, Sept. 10 transactions would not be included. Items from draft invoices do not appear when you export the general ledger. Invoices must be paid or sent.
Funders: Enter funder names to limit the export to those funders.
Format: Subledger in csv, html, tsv, pdf, xml and html. Subledger SAGE50 in same plus txt.
The subledger exports all entries for all transaction types.
Every transaction will have at least two entries - at least one for debiting an account and at least one for crediting an account.
For example, a SALE transaction resulting from an invoice would contain an entry corresponding to an AR debit, and there would be at least one entry representing a credit to a revenue account. There could also be a credit to a liability account in the case of taxes.
Say for an invoice of a subtotal of 100$ plus 15$ tax, with only one revenue account for simplicity. The entries would be:
- AR DR: 115$
- Rev CR: 100$
- Liability CR: 15$
Reference ID: generated ID for the entry.
Transaction ID: generated ID for the transaction, with prefix c in the case of credit entries and suffix d in the case of debit entries.
Posting Date: the apply date selected when the option is given (payments, credit note, invoice date, writeoff).
Transaction Date: the date stamp for when the transaction was performed in the system. In the case of a sale, this will be when the invoice passed from Draft to Sent.
Type: for example, Payments, Writeoffs, Credit Notes, Debit Notes, Sales, and Voids.
Account Name and Account Number: the information of the accounts involved in the transaction.
Debit and Credit: the total of debit entries for a given transaction must equal the total of credits.
In the sample below,
- Green is a payment
- Red is a sale
- Purple is a credit note
- Blue is a voided item
- Orange is a write-off
|Reference ID||Transaction ID||Posting Date||Transaction Date||Type||Account Name||Account Number||Debit||Credit||Invoice Number||Funder||Client||Memo||Payment Method|
|2017-03-01||2017-03-01||Sale||Homemaking Sales||4010||40||1991||South||Karen Saunders|
|2017-03-02||2017-03-02||Credit Note||AR||1080||466.66||1950||1337||Jane Marple|
|2017-03-02||2017-03-02||Credit Note||Homemaking Sales||4010||466.66||1950||1337||Jane Marple|
|2017-03-07||2017-03-07||VOID||Homemaking Sales||4010||40||2026||South||Kayla Sullivan|
|2017-03-08||2017-03-08||Writeoff||Bad Debt Expense Account||4011||40||2021||South|
Invoice Number: There will always be an invoice number for the transaction.
Funder: The funder on the invoice in question.
Client: client related to the transaction.
Memo: A memo can be entered for transactions such as Writeoffs or Credit Notes. This is a free text field for notes about the transaction.
Payment Method: An option when logging a Payment. Payment Methods are configured in Accounting>Global Settings>Payment Methods.
The General Ledger can be export in addition to a subledger by selecting the Type General Ledger and Subledger.
The content of the General Ledger is the total of debits and credits to each GL account by posting date, for each month.
For example, if for GL account 12345, there are the following entries:
- April 1st: DR 500$
- April 2nd: DR 500$
- April 14th: CR 200$
- April 20th: DR 500$
In the General Ledger, GL Account 12345 will register an overall Debit of 1300$ for the posting month of April.
Date: Last day of the posting month
Reference: ID of the calculated total for the GL account.
Account Number: The GL number of the account.
Debit and Credit: If the overall change to the account is a debit, the total will appear in the debit column. Otherwise, the total will appear in the credit column.