General Ledger Report | Patriot Software

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General Ledger Report

The General Ledger report shows all of your activity from the selected time period, organized by account. A link to the General Ledger is conveniently on the top left side navigation, or you can go to

Reports > Accounting > Financial Reports > General Ledger

To view your account activity details:

  • Select the accounts you want to view. By default, all accounts will be selected. The report will organize all activities by each account type.
  • Enter the date range of the activity you want to view. By default, it will show all activity from the first day of the prior month to the current month’s last day.
  • Select the Accounting Basis (accrual vs. cash basis) you would like to view, either “Cash/Modified Cash” or “Accrual,”  which will determine the type of accounts and how the money is recorded and shown here.
  • If you use Departments, choose the Departments you want to include.
  • Click “Run Report.”
  • Toggle the “USE DEBITS/CREDITS” to view the General Ledger report using your preferred view, debit and credit columns, or amount column.
  • Use the search box to find by description, activity type, or amount quickly.
    • Note: “Your balance in Patriot” and running balances will not show when you filter or search.
  • Click the description link to see an expanded view of the details of the activity. You will be able to edit, void, or delete most transactions from this page. You can also click the gear icon to edit/void/delete (or add attachments if you have Accounting Premium) for quick access. See Managing Your Receipts and Documents for details.
  • You can download the amounts into a spreadsheet to import into your bank or other software. Click “Download Spreadsheet.” A comma-delimited file will open in your spreadsheet program, such as Excel.
  • You can also click the gear icon to
    • edit/void/delete – This will allow you to add more detail or change accounts for any unreconciled account. Note these are the types of transactions that are able to be edited:
      • Manual Journal Entries
      • Deposits/Withdrawals
      • Beginning Balances
      • Imported transactions (except those assigned to invoices/bills)
      • Payroll entries – NOTE: void a payroll transaction in the General Ledger DOES NOT void the payroll. It only avoids the accounting entry. To void the payroll, please read our help article, “How to Void or Cancel a Pay Check in Patriot.”
    • Add attachments if you have Accounting Premium) for quick access. See Managing Your Receipts and Documents for details.
  • You can download the amounts into a spreadsheet to import into your bank or other software. Click “Download Spreadsheet.” A comma-delimited file will open in your spreadsheet program, such as Excel.

How can I edit a transaction that has already been reconciled?

You can edit or add to a journal entry when the accounts have NOT been reconciled. This will allow you to add more detail or change accounts for any unreconciled account. You must select a date that is before the part

Reconciled transaction edits are limited to the parts of the journal entry that are still in an unreconciled account. (See our help article on the Reconciling Your Accounts, an account reconciliation feature available for Accounting premium customers). The types that can be edited (these are the same transaction types restricted to being editable from the general ledger):

  • Manual Journal Entries
  • Deposits/Withdrawals
  • Beginning Balances
  • Imported transactions (except those assigned to invoices/bills).
  • Payroll entries

The following parts of the above types of transactions can be edited:

  • Date (restricted to on or before the reconciliation date)
  • Description
  • Department
  • Non-reconciled account(s)/amount(s)
  • Line Description

If you need to edit the account or dollar amount of a reconciled transaction, you will need to first delete the entire reconciliation for that account. Go to:

Accounting > Financial Reports > Account Reconciliation. Click the trash can icon to delete the account reconciliation.

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