Accounting Help

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General Ledger Report

In this article:
How to Run the General Ledger Report
Viewing Transaction Details on the General Ledger
Editing Transactions on the GL Report


Background
The General Ledger report shows all accounting activity for a selected time period, organized by account. You can view details, edit some portions of the transaction, and delete transactions (if eligible).

How to Run the General Ledger Report

  1. Go to Reports > Accounting > Financial Reports > General Ledger
  2. Select Accounts:
    All accounts are selected by default. You can narrow the report to specific accounts.
  3. Choose Date Range:
    By default, the report shows activity from the first day of the previous month through the end of the current month.
  4. Select Accounting Basis:
    Choose between Cash/Modified Cash or Accrual. Patriot’s patented Dual-Ledger Accounting records transactions in all three bases at once, no conversions needed. Each user can save their own preference for consistent viewing.
  5. (Optional) Filter by Departments:
    If you use Departments, select the ones you want to include.
  6. Click “Run Report.”
  7. Customize View:
    • Toggle “USE DEBITS/CREDITS” to switch between debit/credit columns or a single amount column.Use the search box to quickly find transactions by description, activity type, or amount.
    Note: “Your balance in Patriot” and running balances won’t appear when using filters or search.
  8. Click “Download Spreadsheet” to export the report as a comma-delimited (.CSV) file, which can be opened in Excel or imported into other software.

Viewing Transaction Details on the General Ledger

To see more information about a transaction in the General Ledger report:

  • Click the description of the transaction to open a detailed view.
  • In the detail view, you’ll be able to:
    • Edit, void, or delete the transaction (if eligible).
    • Add attachments (Accounting Premium only).
    • View all line items and activity related to that entry.

You can also click the gear icon next to a transaction in the report for quick access to these same options.

Editing Transactions on the GL Report

You can edit, void, or delete certain types of transactions directly from the General Ledger, as long as they haven’t been fully reconciled.

Types of transactions you can edit:

  • Manual journal entries
  • Deposits and withdrawals
  • Beginning balances
  • Imported transactions (except those linked to invoices or bills)
  • Payroll accounting entries
    • ⚠️ Voiding a payroll transaction here only removes the accounting record, it does not cancel the payroll itself. To void payroll, follow the steps in: “How to Void or Cancel a Paycheck in Patriot.”

What can be edited:

  • Date (must be on or before the reconciliation date)
  • Description
  • Department
  • Line description
  • Amounts and accounts, only for lines that are not yet reconciled

If a transaction has already been reconciled, you can only edit the parts that involve unreconciled accounts. To make changes to reconciled amounts or accounts, you must first delete the reconciliation:

  • Go to Accounting > Financial Reports > Account Reconciliation
  • Click the trash can icon next to the reconciliation to delete it.
  • Proceed with edits on the General Ledger Report.

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