> ## Documentation Index
> Fetch the complete documentation index at: https://support.caleido.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Use the general ledger and journal

> Browse the general ledger, general journal, transaction lines and manual entries, open transaction details, search, filter, group and export entries, and label them at ledger line level.

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**.

## 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**)

## 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](https://support.caleido.io/guides/transactions/journal-entries.md)

When you select rows, the bottom row shows the debit and credit totals of the selection.

## 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](https://mintcdn.com/caleidooy/Wi7SyKWSNztCw2pY/images/General-ledger-drill-to-transaction-\(1\).png?fit=max\&auto=format\&n=Wi7SyKWSNztCw2pY\&q=85\&s=8002d47b50708e91917c9dfbd2c49d08)

## 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

## 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.

## 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

## 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.

## 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](https://support.caleido.io/guides/dimensions/label-data.md).

## 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](https://support.caleido.io/guides/cash-flow/link-payments-to-accruals.md)
* **Edit journal entry**: edit a manual journal entry

**Create journal entry** creates a journal entry from the selected lines.

## Related

* [Create a journal entry](https://support.caleido.io/guides/transactions/journal-entries.md)
* [Label data on a report](https://support.caleido.io/guides/dimensions/label-data.md)
* [Link payments to accruals](https://support.caleido.io/guides/cash-flow/link-payments-to-accruals.md)


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