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What can I do in the account ledgers?

The account ledgers are a different representation of the accounting journal, broken down by account. The account ledgers have various filter and export options.

  • What filter options do I have?
  • What list options do I have?
  • What export options do I have?

Which filter options do I have?

  • Bookkeeping account
  • Date
  • Amount
  • VAT
  • Posting type
  • Reference number
  • Description

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Account

You must enter at least one account to get a result. When both accounts are filled in, these two accounts and all accounts in between will be displayed.

Date

To see a result, you must always specify a date range. By default, the date range is your current fiscal year. However, you can also specify larger or smaller ranges.

Tip: To be as fast as possible, use the keyboard to enter the desired date. The following format is sufficient: 01012019. bexio then sets the date format automatically. To move to the next field, use the tab key.

Amount

To filter by a certain amount, fill in only the first of the two fields. If you want to search in a specific range, fill in both fields.

VAT

In the VAT rate field, you can search for postings with a specific VAT rate or search for postings without a VAT rate.

In the VAT code field, you can select one or more codes from the VAT form and display all the associated postings.

Posting type

Every posting created in bexio has a posting type. For example, if you are looking for a posting in an invoice, you can specify invoice (RE) as the posting type.

Reference number

You can search for complete reference numbers, for example RE-198058, or you can use reference 1 to search for the posting, in which case you only enter 1 in the reference number field. All postings with reference 1 will then be displayed.

Search for 1
All postings with “1” as the exact reference will be displayed (1, 000001, RE-2019-00001, etc.).
References which are similar, but do not have “1” as the exact reference will not be displayed (123512, 1000, 000017, 111, etc.).

Search for 1596
All postings with “1596” as the exact reference will be displayed (1596, 001596, RE-01596 etc.).
References which are similar, but do not have “1596” as the exact reference will not be displayed (191596, 015960, etc.).

It is not possible to filter with a special character alone; a special character must combined with a letter or a number.

Description

The filter by description shows you all postings that contain the word you entered.

Search for “pay”
All postings containing the posting text “pay” will be displayed (payment, incoming payment, overpayment, etc.).

It is not possible to filter with a special character alone; a special character must combined with a letter or a number.

What list options do I have?

  • Show or hide balance carried forward /carried over
  • Hide 0-value postings
  • Display only accounts with flows
  • Sort columns

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Show and hide balance carried forward /carried over

You have the option of hiding balances carried forward depending on whether you need them or not. Balances carried forward are opening postings that were either made provisionally by you or created by the year-end closing process. Carryovers are not postings, but calculations of the balance from the previous period, which are then transferred to the next period.

When the “With balance carried forward” option is activated, it is not possible to display the postings in a different order than with the oldest posting at the top.

Hide 0-value postings

Depending on how many decimal places you display, you may see postings that are shown with a value of 0 because they have been rounded to 0 decimal places. You can hide these postings with the “Hide 0-value postings” option to make your report shorter.

Example: The amount is 0.002321, but you only display the amounts to two decimal places. Then this amount is displayed as zero (0.00) and can be hidden with this function.

Display only accounts with transactions

If you activate “Display only accounts with transactions,” only those accounts for which there are postings will be displayed in the account search area. Otherwise, accounts that do not contain any postings will also be displayed.

Sorting the columns

All columns except the balance column are sortable. To sort columns, click on the column header. The arrow indicates whether the list is sorted in ascending or descending order.

When the “With balance carried forward” option is activated, it is not possible to display the postings in a different order than with the oldest entry at the top.

What export options do I have?

As a general rule, what you have currently filtered is always exported. The exception here is the number of decimal places for Excel exports. When exporting to Excel, the numbers are always displayed with all decimal places.

When exporting an Excel file, you have the option to decide whether you want to export the currently filtered accounts or all accounts.

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When exporting a PDF, you have the option to decide whether you want to export the currently filtered accounts or all accounts. You can also choose to output the PDF in portrait or landscape format. In portrait format, the foreign currency columns are not included for space reasons.

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