Revision as of 14:37, 20 February 2017

Overview

The ledger contains all transactions relating to the customer and their services. To access the ledger:

Nav: Finance > Accounts Receivable > Transactions

This view displays the entire ledger covering all child accounts and services. The ledger can also be viewed for a single customer under Customer > Transactions.

Ledger Codes

The system uses a default set of standard ledger codes for all transactions. Each code contains a 'default' code and a 'simple' code. While the standard ledger codes cannot be changed, users can map their own existing ledger codes to the Emersion standard codes.

Ledger Code Mapping

The Ledger Mapping page provides a way for service providers to map the Emersion system default ledger codes to their own custom ledger codes used in their accounting system. Once this is done, the Ledger Cardlines report can be used to export transactions including custom ledger codes. Custom ledger codes will appear in the extracted file to enable quick and simple import into an external accounting system, such as MYOB.

Simple Codes

Each Emersion ledger code has a Simple Code associated with it. Simple codes, like ledger codes, are set up internally by Emersion. But instead of being unique to each service / transaction item type, they are generic and can be used to group similar ledger items. You cannot modify the simple codes set up against each ledger code. However you can map the Emersion system ledger codes to the default simple codes for easy grouping and accounting (see below).

For example, a ledger code of ‘PSTN_SERVICE_USAGE’ may have a simple code of ‘USAGE’; and ‘PSTN_SERVICE_ACCESS_ FEE_ADV’ has a simple code of “ACCESS_FEE_ADVANCE’ etc.

Ledger Code Mapping Examples

Map a Ledger Code

To map a ledger code:

Nav: Admin > Settings > Ledger Mapping

The Ledger Mapping Tool page will display showing a list of existing ledger codes along with any custom Mapped Codes set up. Locate the ledger code you wish to map in the list, then;

1. Click the ledger code name to open the page in EDIT mode.
2. Enter the required custom mapped ledger code in the Mapped Ledger Code field.
   1. If you want to override the ledger's default code, click the Copy Default Code to Mapped button.
   2. If you want to override the ledger's simple code, click the Copy Simple Code to Mapped button.
3. Make your changes and press Save when you are done.

To exit, click the Back to Listing button.

Mapping all Ledger Code Mappings to Simple

This function will set all your custom ledger code mappings to the Emersion system default Simple codes. The Mapped Code and Mapped Description fields will be updated with the values stored in the ledger’s Simple code. You can elect to update all ledger code mappings and override any existing custom ledger mappings you have created, or only update the ledger codes that do not have any custom codes set up.

1. The Ledger Mapping Tool page will display showing a list of existing ledger codes.
2. To override all existing custom ledger code mappings, tick the Override existing codes? check box. Otherwise, leave the Override existing codes? check box un-ticked.
3. Click the Change all mappings to simple button. A message box will appear asking you to confirm that you wish to update every mapped ledger code.
4. Click the Yes button to confirm the update of all the ledger code mappings. The system will update all ledger code mappings to the Simple codes.
5. Click the No button to cancel. The system will not update any ledger mappings.

Mapping all Ledger Code Mappings to Default

This function will set all your custom ledger code mappings to the Emersion system default ledger codes. The Mapped Code and Mapped Description fields will be updated with the values stored in the ledger’s Emersion default code. You can elect to update all ledger code mappings and override any existing custom ledger mappings you have created, or only update the ledger codes that do not have any custom codes set up.

1. Select Admin > Ledger Mapping > from the Menu. The Ledger Mapping Tool page will display showing a list of existing ledger codes.
2. To override all existing custom ledger code mappings, tick the Override existing codes? check box. Otherwise, leave the check Override existing codes? box un-ticked.
3. Click the Change all mappings to default button. A message box will appear asking you to confirm that you wish to update every mapped ledger code.
4. Click the Yes button to confirm the update of all the ledger code mappings. The system will update all ledger code mappings to the system default ledger codes.
5. Click the No button to cancel. The system will not update any ledger mappings.

See Also

• Ledger Cardlines Report
• Pending Ledger Cardlines
• Xero Ledger Code Mapping