Using Connected Ledger Windows

Connected has a number of dynamic reporting tools called Ledger windows in each module that can supplement traditional reporting and help users get the information they are looking for. They can be customized, saved as templates, printed, and exported to a text file or spreadsheet.  

Ledger windows allow users to access and view data in real-time, ensuring that decisions are based on the most current information available. Unlike traditional reports, which are often static and predefined, ledger windows enable users to customize their information and filter data based on specific needs, providing a more tailored and dynamic analysis. 

Available Ledger Windows

Sales and Receivables

- Receipts Ledger

- Sales Ledger

- Sales Order Ledger

- Sales Quote Ledger

Purchasing and Payables

- Purchases Ledger

- Payments Ledger

- Purchase Order Ledger

Inventory and Manufacturing

- Work Order Ledger

TABLE OF CONTENTS

• User Access to a Ledger Window
• Example: Using the Sales Ledger Window
• Example: Connected Views with the Sales Ledger Window
• Customizing the Display Columns
• Exporting Ledger Data
• Other Actions
  • Pinning a Record
  • Adding/Viewing Notes using the Ledger Window
  • Viewing Record Info from the Ledger Window

User Access to a Ledger Window

User access to ledger windows needs to be granted via User Privileges.  Each Ledger window is separate and needs to be checked in its respective module.  See Introduction to Passwords, User Accounts, and Access Privileges for more information on how to assign User Privileges.

Note:  A user will need the appropriate user privileges assigned in order to view all the data in a ledger window. If a user cannot access a specific window, verify that all relevant access has been given.

Below is an example of where the access privilege is located for the Sales Ledger.

Example: Using the Sales Ledger Window

All ledger windows can be accessed via the main menu bar or the Connected Desktop. Below is an example of how to access the Sales Ledger in the Sales and Receivables Module.

TIP: All Ledger windows in Connected work the same way!

When the Sales Ledger is first opened, it will show a list of all unpaid invoices, sorted by invoice number, as shown in the following screen.  This is the "Sales Ledger Default View" - Learn more about Connected Views here.

Along the top there are checkboxes, which allow a user to select the different types of transactions to be included:

• Account Invoice
• Credit Memo
• Invoice Refund
• Quick Invoice
• Debit Memo

As well, the status can also be filtered to include:

• Open (unposted)
• Posted (posted, not paid, or partially paid)
• Closed (fully paid)

The Sales Ledger window also has a series of quick lookup options, as listed below:

• Sales Date Interval: Select a date range for invoices, including preset ones and custom ones.
• Customer: Choose all customers, a specific customer, or use a Customer Analysis Code to select a pre-defined group of customers.
• Sales Rep: Select all sales reps, or an individual rep.
• Sales Analysis Code: This defaults to all, but you can specify one to look up.  
• Location: Defaults to All, but for companies that use multiple locations, a specific one can be selected here.
• SO No: Sales Order Number, this will allow a user to filter for all invoices that were created from a specific sales order.

TIP:  Customer Analysis Codes are different than Sales Analysis Codes.  Learn about the differences and how you can use them here Analysis Codes

Finally, each ledger has a Total Line at the bottom of every applicable column, which is dynamic, and will change when criteria is changed, or new data is entered into Connected, in real time, as it is refreshed.

The following screen shows a sample Sales Ledger View, set for  "Sales This Year (01/01/24 to 12/31/24)", including all customers, for the sales rep "4: Sandy Reynolds".

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

Drill Down:  A user can drill down to any source document shown in the window by double-clicking that line.  This will open up the corresponding Account Invoice/Credit Memo/Invoice Refund/Debit Memo window.  

Sort: Sort the displayed data by a specific column by clicking on the column heading. An arrow will appear on the top of the column heading, indicating the sort.  Click on the same column again to invert the sort.

Refresh:  As data is changed (customer invoices entered, posted, 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.

 This icon indicates that changes have been made to the current ledger layout (Filter options, sorting, new columns).  These changes can be saved using Connected Views.

Example: Connected Views with the Sales Ledger Window

Connected Views is a feature that is available in all Ledger windows in Connected.  Learn How to Use Connected Views

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

Example: A saved view, filtering for all sales YTD (Jan 1 - Dec 31 2024), showing all invoices (unposted and posted) (paid and unpaid), sorted by most recent invoice date.

Note:  The totals change on the bottom as the view changes.

Customizing the Display Columns

The columns in any Ledger window can be customized to suit individual user needs.  There are many different columns to choose from. The following steps walk through how to change the columns displayed, and save the changes as a "Connected View".

In this example, two columns were added:  Status and Region

After clicking on Change, the ledger window will update with the new columns.

TIP: The order of the columns in the Ledger window 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 close, or the ledger window is closed, the columns will be saved in the exact order they were in when the user logged off/closed the window.  Each user can have their own unique column settings based on their user name and password in conjunction with Connected Views.

To save this as a new view, select "Save as New View" from the menu.

Once a view has been saved, a user can select it at anytime, and the data will refresh.

Exporting Ledger Data

To export the data in a ledger window, select Text File or Spreadsheet from the Print menu as shown below.

Other Actions

Pinning a Record

To pin a source document in a ledger window, select the "Pin" icon when the line item is selected, as shown in the following screen.

If a record has already been pinned, the "Pin" icon will display this when the record is clicked on.  

Learn more about how Connected Pins work.

Adding/Viewing Notes, Attachments and Reminders using the Ledger Window

Using the Sales Ledger as an example, you can add or view any Notes, attached file, or Reminder entered in an invoice window, within the Ledger window. If an invoice has a note, it will show as below.  You can click on the Note icon and view the Note, without having to open a separate window. You can also create, or modify existing Notes from within this window, and attach files to the Notes.

Learn how Connected Reminders and Notifications and Using and Linking (Attaching) Files to Notes work in Connected.

Viewing Record Info from the Ledger Window

To view the record info for a line item in a Ledger window, click on the line, and then click on the Info (i) icon, as shown below.