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The General ledger report page shows your accounting entries at ledger line level. You can browse them by account or by date, open any transaction, search and filter, export to Excel and label entries with dimensions. The page is marked BETA.

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Open the general ledger

  • Click General ledger in the sidebar. Your organization decides which pages the sidebar shows, so if you don’t see it, ask your Caleido admin
  • In a workbook, you can also add it as a tab: click + (Add tab) in the tab bar, select General ledger and click Apply
  • From a transaction’s details, click the account link (Open general ledger filtered to this account)

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Choose a view

The tabs at the bottom of the page switch between four views:
  • General ledger: entries grouped by account. The first account is expanded
  • General journal: entries in date order. The Total row at the bottom shows total debits and credits, which is a quick check that the books balance
  • Transaction lines: every ledger line as a flat list
  • Manual entries: manual journal entries made in Caleido. See Create a journal entry
When you select rows, the bottom row shows the debit and credit totals of the selection.

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Open a transaction

Click a transaction number to open its details. The window shows:
  • the date, description, counterparty, source and status
  • the payment date, or Not paid
  • the Transaction lines with account, debit, credit and VAT %
  • the VAT summary
  • Linked transactions, such as the payment linked to an invoice
Click an account in the details to open the general ledger filtered to that account. Transaction details opened from the general ledger

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Search and set the date range

  • Search: type in the search field above the table. The search finds every entry with the text anywhere on the row
  • Date range: use the period selector above the table to limit the entries to the period you want

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Filter

Open Actions and select Modify > Filter…. The Filter panel has two tabs. Quick has ready-made filters grouped into sections:
  • Documents & amounts: Transaction no., Invoice number, Description, Amount
  • Accounts & dimensions: Account or Account number range, Counterparty, Dimension IDs
  • Transaction details: Source (Actuals or Budget), P&L vs balance sheet, transaction type, status and more
  • Budgeting: pick the budgets to include when Source includes Budget
  • VAT and Payroll tax
Click Apply to filter, or Reset defaults to clear the filters. Advanced lets you build your own conditions on any field with AND and OR.

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Change the layout

In the Actions menu:
  • Modify > Sort… sorts the entries
  • Modify > Group… groups the entries, for example by customer or supplier. You can drill down from a group to single lines
  • Configure > Columns… chooses the columns. Every Caleido field is available, grouped into sections. Click Apply to save your choice
  • Configure > Number formatting… sets how numbers are shown, the same way as on reports

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Export

Open Actions and select Export, then Export to Excel, Export to CSV or Export to PDF. The export includes the columns you have visible, so choose your columns first.

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Label entries

Labeling at ledger line level is the most precise way to allocate single entries to dimensions.
  1. Filter the entries you want, for example one account or an account range.
  2. Select the rows.
  3. Open Actions and select Modify > Label selected…, then pick the dimension items in the Label window and click Apply.
You can also open Modify > Label panel… and drag the selected rows onto a dimension item. Learn more in Label data on a report.

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Other actions

The Data group in the Actions menu has tools for editing entries:
  • Bulk edit…: change a field on several selected entries at once
  • Link transactions… and Unlink transactions…: link payments to the accruals they settle. See Link payments to accruals
  • Edit journal entry: edit a manual journal entry
Create journal entry creates a journal entry from the selected lines.