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Understanding Volopay Ledger

For All Accounts

David James avatar
Written by David James
Updated over 2 months ago

Permission Required: Users with the Admin Profile, External Accountant and Custom Profile can access this feature

Regional Availability: Australia, India, Indonesia, Singapore, United States




Overview

The ledger encompasses all financial accounts, divided into Credit, Cards, and Bill Pay (SGD/AUD/INR/IDR,USD) sections, documenting all transactions. The Credit Tab records expenses using the Credit Line, showing opening and closing balances per transaction. Users can filter transactions and download details in PDF or Excel formats, with CSV downloads providing receipt links.



What is a ledger?

A ledger is a comprehensive record of all financial transactions incurred by your company via Volopay. It helps accountants and bookkeepers record amounts from journal entries into designated accounts.


Using Volopay ledger

There are multiple ways in which Volopay ledger can be useful for your company accounting.

  • Tracking Balances: It helps in tracking the increasing or decreasing balance in each account which reflects the financial status of the company.

  • Financial Statements: Information from the ledger can be used to prepare the company's financial statements.

  • Filters: You can apply multiple filters to view transactions within a specific timeframe or for a particular cardholder.

  • Customizing Ledger columns: allows you to tailor the data types to enhance transaction reconciliation for your company's financial records.



How to customize ledger columns?

Customizing the columns in your ledger view allows you to tailor the financial information to your specific needs and preferences. By adjusting what data is displayed, you can streamline your workflow and focus on the details that matter most to your business.



Here's how you can customize the ledger columns:

Step 1: Locate the 'Customise columns' option on your ledger screen.

Step 2: Upon clicking the 'Customise columns' option, a menu will appear, displaying a list of all available column headers ; including Date, Ledger Type, Amount, Type, Balance, Description, and more.

Step 3: To select the columns you wish to see in your ledger, simply check the corresponding checkboxes. If you want to remove certain columns, uncheck them.

Step 4: Once you have selected and ordered your columns, save your preferences by clicking 'Apply' button.

By customizing the ledger columns to suit your business’s needs, you enhance the efficiency of your expense management and ensure that key information is always at your fingertips.




Exporting data from ledger

Volopay offers many custom reports for you and your business on the dashboard to export. Here's a quick view into the reports you're able to export from Volopay ledger and where you can access them.

To download any report from ledger you will need to be an admin or accountant to access or ask your admin to give a custom permission for you to access exporting reports from ledger.

Here are the step by step flow of exporting data from ledger: https://help.volopay.co/en/articles/9223168-how-to-export-ledger-data

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