Using the Purchase Ledger - An Example

Modified on Tue, May 28 at 3:02 PM

The following is a detailed example of how to use the Purchases Ledger. All Ledger windows work in a similar way.


The Purchases Ledger is a very helpful tool to use when reviewing purchases. A user can view lists of purchases in various stages, including posted or unposted, paid or outstanding, and specific purchase types (Purchase or Debit), and list by vendors.

The Purchases Ledger can be used to show similar or exactly the same information as the following reports:

  • Purchase Journal (Summary Version)
  • Vendor Aging (Current/Detailed Version).  NOTE:  The Purchases Ledger does not include open pre-payments.

Using the Purchases Ledger

Using the Purchases Ledger is explained in the following bullets:

  • Open the Purchases Ledger by clicking the "Purchases Ledger" button in the Connected Desktop window, or by selecting "Purchases Ledger" from the A/P menu.  NOTE: To see the Purchase option, the User Privilege may need to be enabled.  See the Creating Connected User Accounts and Access Privileges for more information.

  • The Purchases Ledger will open as shown below, with a default view of all Unposted Purchases.

The Purchases Ledger information can be filtered with the following options:

Date Type: Invoice Date, Due Date, Scheduled Date, or Discount Date

Date Interval: None (all dates, no filter), Select a Date Range, or many other preset date options are available.

Vendor: All Vendors, Select a specific Vendor, or Vendors with a specific Analysis Code
Currency Code: Filter by Currency Code if the Multi-Currency plug-in has been enabled.

Invoice Types: Select from a Regular "Purchases" or "Debit"
Invoice Status: Select from Unposted, Outstanding (posted, unpaid/partially paid), or Closed (Paid)
Hold/No Hold: Identify which purchases have been marked as "Hold"

The following actions can be performed on the records displayed in the Purchases Ledger:

Drill Down: A user can drill down to any purchase shown in the ledger window by double-clicking that purchase line. This will open the corresponding Purchases window, and display the information for that specific record.

Sort: Sort the displayed data by a specific column by clicking on the column heading. An arrow will appear to the right of the column heading, indicating the sort.  Click the same column again to invert the sort. This works like all other ledger windows in Connected.

Refresh: As data is changed (purchases entered, posted, or paid), the Refresh button will update the ledger display window with the most current information. The window can also be closed and reopened to refresh the display.

Using Connected Views with the Purchases Ledger

Connected Views is a feature that is available in most all reporting and ledger windows.   

Learn how to use Connected Views

There are a number of ways to use the Connected Views feature in the Purchases Ledger.

Example: A saved view, filtering for only unpaid invoices, for a specific vendor, is demonstrated below.

Customizing the Purchase Ledger Display Columns

The columns in the Purchase Ledger can be customized to suit individual user needs. There are over 60 different columns to choose from.  The following steps walk through how to change the columns displayed.

Select Change Columns from the Action Menu, as shown in the following screen:

The following screen will open up with all of the columns that are available to choose from.  Check the columns that are needed to appear in the ledger.

TIP: The order of the columns in the ledger can be changed by clicking on the desired column option, holding the mouse button, and dragging the column name into the new position in the list.

NOTE: When Connected is closed, the columns will be saved in the exact order they were in when the user logged off. Each user can have their own unique column settings based on their user name and password in conjunction with Connected Views.

Other Actions

Exporting Purchases Data Displayed

To export the information displayed in the Purchases Ledger, select the "Print" icon and choose either "Text File" or "Spreadsheet".  The information will be exported exactly as it is displayed, including the column headers.

Pinning a Purchase

To pin a purchase, click the "Pin" icon when the Purchase line is selected, as shown in the following screen.

If a purchase has already been pinned, the "pin" icon will display this when the purchase line is clicked on.    

Learn more about how Connected Pins work.

Adding/Viewing Purchase Notes from the Purchases Ledger

To add or view notes to a purchase in the Purchases Ledger, click the purchase line item. If there are notes already present the Notes icon will display writing, as shown in the following screen. To access this note, click the Notes icon to open the Notes window.

Viewing Purchases Record Info from the Purchases Ledger

To view the record info for a purchase, click on the purchase line item and then click the Info (i) icon, as shown in the following screen.

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