The ledger, journals and account mapping
See a client's trial balance, post and void journals, manage their chart of accounts and lock finished periods.
The ledger is every posted journal in the client's books. The trial balance at the top is worked out from those journals, so it's always current.
What's on the Ledger screen?
Open the client and go to BooksLedger, then pick the Financial year.
- Trial balance: each account's balance for the year, with a badge saying Balanced or Out of balance.
- Journals: every journal for the year, where it came from (manual, import, depreciation and so on) and whether it's Posted, Draft or Void.
- Chart of accounts: the accounts and the statement line each one maps to.
How do I post a journal?
- Choose New journal. The date starts at the end of the financial year you picked.
- Set the Date and a Narration.
- Pick an account on each line and enter a Debit or a Credit, not both. Add line for more.
- When it shows Balanced, choose Post journal.
It posts straight away. A draft journal (from elsewhere) has a send button on its row to post it.
There's no editing a posted journal. Void it (the ban icon on its row) and post a corrected one. A voided journal is reversed out of the trial balance.
How do I add an account?
Choose Add account, then enter the Code, Name and Type. Each code can only be used once for a client.
Can Billbook suggest the statement mapping?
Yes, if your firm turns on Account-mapping suggestions in Firm settingsTeam.
- Choose Suggest on an account.
- Check the suggestion. It says whether it's from a Firm rule or an AI suggestion, and how sure it is.
- Change the Statement line or Type if needed.
- Choose Accept & apply, or Reject.
Accepted mappings become firm rules for next time.
Where are the general ledger and journal listing?
In BooksReports: the General ledger for one account, the Journal listing and a Bank reconciliation.
How do I stop changes to a finished year?
- Open BooksBooks & advisers.
- Under Lock dates, set Everyone, including your firm, and if you like a date for The client’s own users.
- Choose Save.
Nothing dated on or before a lock date can be added, changed or voided. The client can't move the date that applies to everyone.
Changing the ledger needs permission to manage it. Without it you can look but not post.
Next
Import a client's ledger or trial balance
Bring a client's trial balance, bank statements, asset register and documents into Billbook from the software they use now.
Financial statements
Produce a client's profit or loss and financial position from the ledger, map accounts to lines, then finalise and download the PDF pack.
Something wrong on this page? Tell us
Last updated on