Ledger entry

In the ledger entry, you can perform manual postings, import bank advices, make accruals, and post bank transactions from bank reconciliation.

The ledger entry provides a simple and quick way to enter transactions. You can transfer bank transactions from the bank reconciliation to the ledger entry, making it easy to post and reconcile your bank with minimal manual entry. In principle, you can post everything in Xena using the ledger entry, including financial vouchers, purchases/sales, and payments.

Once you have entered all vouchers and they match, you will see the pre-balance, movement, and post-balance on all accounts/partners used in the draft lines at the bottom. This allows you to reconcile your accounts before the draft is posted.

Open the 'Finance' menu and select 'Ledger Entry.' The main screen is divided into an entry section at the top and a reconciliation section at the bottom.

Ledger Entry Functions

At the top, you will find two fields that determine the voucher number for the lines:

Ledger: Create ledgers under Setup > Ledger Setup, tab 'Ledgers'. Here you can also adjust the next suggested voucher number for each fiscal year. Note that you can only adjust the voucher number upwards, not downwards!

Period: Select the fiscal year in which you want to post. It is only possible to post in one year at a time. The next voucher number is retrieved from the selected fiscal year.

Ledger Lines

Date: Select or enter the date. See the guide for help on quick date selection.

Voucher Number: Determined by the selected draft and fiscal year. However, it can be overridden if you want to add something to a previously posted voucher. You will receive a warning if the voucher number has already been used.

Type: Select one of the following types:

• Finance: For manual posting of sales, purchases, salaries, and other common postings. In the 'Account' field, select the account you want to post to. You can also select either a Partner (customer/supplier) or a ContraTag (payment account).
• Partner Payment: For posting income or expenses related to a partner. In the 'Partner' field, select the partner to be settled with the payment. Choose a Contra Tag (payment account).
• Customer Fees: For posting fees or reversals of fees on customers. Select the financial account and partner. If the fee should be added to the customer's balance, credit the amount. If it is a reversal of a previously posted fee, debit the amount.

Account: Select the financial account or article group. If the account does not exist, you can create it using the '+' button.

Partner: Search for the partner by name, balance, invoice number, or amount.

Amount or Debit/Credit: The amount field can be displayed as one field or divided into debit/credit. You determine the view in 'My Profile.'

Contra Tag: Select from accounts with the account type 'Payment Account.'

Description: Enter a good description for the voucher. Writing "Insurance" on an insurance account does not provide much help later. Write a short description that explains as much as possible, e.g., "Tryg Car Insurance 876126378."

Settlement on partner: To settle postings on the selected partner, click the link below the description.

Currency: Select the currency code if posting in another currency. Exchange rates must be set for the entered date.

VAT: The VAT code is retrieved from the selected financial account but can be overridden. A warning will be displayed at the bottom of the ledger entry if you post with a different VAT code than the standard one on the account. The VAT deduction percentage can be overridden through the menu for the line. 

Department, Bearer, Purpose: Fields for dimensions in the accounts, which are only displayed if dimensions have been set up.

Menu (the 3 dots): Contains rarely used functions, e.g., attaching documents. If you post on a partner, it is also possible to enter the supplier's invoice number and any payment ID for later transfer of payment to the bank.

How Amounts are Posted

When 'Finance' is selected in Type: The account chosen is posted with the sign written. For example, debit if the amount is positive. The amount is posted with the opposite sign on the contra tag if applicable. A partner is also considered a contra tag, so you cannot select both a contra tag and partner on the same line.

When 'Partner Payment' is selected in Type: Posting is done on the partner with the sign written, i.e., debit if the amount is positive. The amount is posted with the opposite sign on the contra tag if applicable.

The Ledger Entry in general

Via the menu at the top right, you will find functions for sorting lines by voucher number, emptying the draft, importing postings from a CSV file, importing bank advices from the bank, and managing templates (read about templates in the next section).

You can also choose whether the vouchers should be posted now or saved in the draft for later posting. When you select or deselect a line for posting, all lines with the same voucher number will automatically be selected or deselected. The posting result you see at the bottom includes only the selected lines.

Shortcut Keys

Arrow keys forward or backward, and tab/shift+tab move to the next or previous field.

• Tab in the last field on a line moves to the first field in the line below and creates a new line if necessary.
• Arrow key down creates a new line if necessary.
• Arrow keys up and down move the cursor between lines in the same field.
• CTRL - (minus sign) deletes the selected line.
• CTRL+ (plus sign) inserts a new line above the selected line.
• Ctrl-Alt-arrow down moves the line down.

Templates

You can create templates for recurring postings.

1. Enter the draft lines you want to save as a template for later use.
2. Select 'Save Template' in the menu for the ledger entry.
3. Choose to save a new template or overwrite an existing one.

Note that if you have attached documents to the draft lines, these are not saved in the template.

Once you have saved your first template, you will find the link 'Insert from Template' at the bottom of the draft from now on.

When lines are created via a template, the numbering of vouchers will follow the template's structure of voucher numbers, so lines with the same voucher number in the template will also have the same voucher number when the template is imported into a new draft.

The date of the draft lines that are inserted will be the same as the date of the most recently added line in the draft.

If you have changes to a previously saved template, start by importing the template into an empty draft.

1. Make your desired changes to the lines imported from the template.
2. In the menu, select 'Save Template.
3. ' Choose to overwrite an existing template.
4. Select the template you started importing into the draft and press 'Save.'

Accruals

To accrue a previously posted expense, first ensure that you have set up an accrual account. This account must be created with the type 'Payment Account' so you can select it as a contra tag in the ledger entry. Here's how you accrue:

1. Add a draft line with the date, expense account (the one to be accrued), amount, and description.
2. If the expense account has a VAT code, you must manually delete the VAT code on the line.
3. Select 'Accrual' in the menu next to the line (the 3 dots).
4. Select your accrual account as the contra tag.
5. Enter the number of months over which the expense should be accrued.
6. Press the 'Allocate' button to get suggested accrual postings.

Please note:

• You can only select accrual if the date of the draft line is in the selected fiscal year.
• You can only accrue within the same fiscal year.

---

---