Topic: Receipts Ledger
Module: Accounts Receivable
Version: Connected 10.3 or greater
The Receipts ledger is a helpful tool to use when reviewing receipts. A user can view lists of receipts in various statuses, including posted or unposted, applied, voided, and/or specific Receipt types (Regular, Miscellaneous, One-Time). The Receipts ledger also provides the ability to filter, sort, select and reorder columns, and to save settings using Connected Views.
The Receipts Ledger can be used to show similar or the same information as the Receipts Journal report (Summary Versions).
The following topics are covered in this article:
- Using the Receipts Ledger
- Using Connected Views with the Receipts Ledger
- Other Actions
Using the Receipts Ledger
Open the Receipts Ledger by clicking the "Receipts Ledger" button in the Connected Desktop window, or by selecting the "Receipts Ledger" from the A/R menu.
NOTE: Users updating from older versions must be granted access to the Receipts Ledger as it will default to OFF unless the user account is a System Admin. See the Introduction to Passwords, User Accounts, and Access Privileges for more information.
The Receipts Ledger will open as show below, with a default view of all receipts posted in the current month (except Quick Invoices).
The Receipts Ledger information can be filtered with the following options:
Receipt Date Interval: None (all dates, no filter), Select a custom date range, or many other preset date options are available.
Customer: All Customers, Select by a specific Customer, or Customers with a specific Analysis Code
Bank Code: All Banks or a specific bank
Payment Method: All Payment Methods, or a specific one picked from a drop down list
Currency Code: All Currencies or a specific one (requires Multiple Currencies to be enabled)
Receipt Types: Normal, Miscellaneous, One Time, Deposit, or Quick Invoice.
Status: Unposted, Posted, and Voided
The following actions can be performed on the records displayed in the Receipts Ledger:
Drill Down: A user can drill down to any receipt shown in the ledger window by double-clicking that receipt line. This will open the corresponding Receipts 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 on top 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 (receipts entered, posted, applied), 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 Receipts Ledger
Connected Views is a feature that is available in most all reporting and ledger windows.
There are a number of ways to use the Connected Views feature in the Receipts Ledger.
Example: A saved view, filtering the unposted receipts, for a specific bank, is demonstrated below.
Customizing the Receipts Ledger Display Columns
The columns in the Receipts Ledger can be customized to suit individual user needs. There are over 30 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 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 account in conjunction with Connected Views
Exporting Receipts Data Displayed
To export the information displayed in the Receipts 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 Receipt
To pin a receipt, click the "Pin" icon when the Receipt line is selected, as show in the following screen:
If a receipt has already been pinned, the "pin" icon will display this when receipt line is selected. Learn more about how Connected Pins work here.
Adding/Viewing Receipt Notes from the Receipt Ledger
To add or view notes to a receipt in the Receipts Ledger, click the receipt 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 Receipts Record Info from the Receipts Ledger
To view the record info for a receipt, click on the receipt line item and then click the Info(i) icon as shown in the following screen.