General Ledger report

The General Ledger report shows all transactions from all accounts for a chosen date range. The initial summary report shows the totals for each account and from here you can view a detailed transaction report or any exceptions. This report is useful for checking every transaction that occurred during a certain period of time.

Run the General Ledger Summary report

The General Ledger report has two tabs, the General Ledger Summary and the General Ledger Exceptions. The General Ledger Summary is displayed by default.

General ledger report

  1. In the Reports menu, select All Reports.
  2. Under Accounting, click ... to expand the section if the report is hidden.
  3. Click General Ledger.
  4. Select a time frame, then click Update to view your report.
Your user role will determine whether you can see this report, and if so, whether you can save and publish it or just view it. If you're viewing a report produced by someone with the Adviser user role, you may see notes or a summary on the report.

How transactions are displayed on the report

Only accounts where transactions have occurred, between the dates you have chosen will display. For each of these accounts, the total debits and credits will display.

Columns showing the opening balance and year to date balance are displayed if the Show YTD option has been chosen. These balances are based on the financial year setting specified by you in Financial Settings. The Net movement is the difference between the debit and credit amounts for each account for the chosen time period.

Click on the account name to view an overall summary for that account, in the Account Summary Report. You can also click on an amount to view the individual transactions that make up this amount, in the Account Transactions Report.

If you are using multi-currency, the report footnotes show the figures that were converted into your base currency for the purpose of reporting in one currency and at what rate the conversion rate occurred. They also show where the rate was taken from (For example whether it was an XE rate or a rate entered by a user).

Export the detailed General Ledger report to Excel

The General Ledger report displays summary information by default. Click Export detailed General Ledger to Excel to generate a report in Excel showing all the transactions occurring within each of the accounts displayed.

Export detailed General Ledger report to Excel button.

The detailed report shows each account listed as having transactions, and all the transactions in each account for the period of the report. The report also shows details of the transactions including type, reference, description and tax percentage, where applicable.

The total debits and credits and the net movement for each account will display. If you have chosen Show YTD to run the summary report, both the opening and year to date balances will be shown. If you have ticked Cash Basis, the report shows only cash transactions within the specified date range.

Transaction types are identified as:

  • INV: Invoices
  • PAY: Payment or cash refund
  • MJ: Manual journal
  • EC: Expense claim
  • CN: Credit note (date of credit note)
  • APP: Date credit note applied to invoice
  • BT: Bank transfer
  • SB: Starting Balance
  • ADJ: a system-generated minor adjustment where Xero represents one payment for several invoices as individual journals, rather than one journal with multiple payments.
  • PR: Wage payable bill

View the General Ledger Exceptions report

Select the General Ledger Exceptions tab to access the report. The General Ledger Exceptions report shows transactions considered out of the ordinary for the accounts displayed on the General Ledger Summary. Transactions singled out for this report are those that have had their tax option changed, or are unusually high or low compared to other transactions in the account.