General Ledger Exceptions report

The General Ledger Exceptions report is generated from the General Ledger Summary. It shows transactions that are out of the ordinary based on other transactions in the same account. You can't run this report directly from Report Centre.

Other things you can do with this report:

To access the report, go to Reports > All Reports > General Ledger, then select the General Ledger Exceptions tab. Your user role will determine whether you can see this report, and if so, whether you can save and publish or just view it.
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Generate the General Ledger Exceptions report

The General Ledger Exceptions report is generated directly from the General Ledger Summary based on the period that the report is for.

The report options will be set to those used to generate the General Ledger Summary. You can choose different options to re-run the report and these will be carried through to update the General Ledger Summary:

Date range

Select the date range you want the report to cover using the 'From' and 'To' boxes. It will initially show the same dates as the General Ledger Summary, which shows the current month by default.

If you change the date range and click 'Update', the date range will be updated on the General Ledger Summary tab as well.

Sort by

Choose how the accounts listed on the report will be sorted:

  • Account Name: sorts alphabetically in order of account name (default).
  • Account Code: sorts numerically in order of account code.

Cash Basis

If 'Cash Basis' is ticked the report shows only cash transactions within the specified date range.

Update

When the details of the report you want to run are entered or updated, click Update to re-generate the report.

Report general ledger

If you are viewing a report produced by someone with the Adviser user role, you may see notes or a summary on the report. You may be able to export, archive or edit the report, depending on your user role.
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What determines an 'exceptional' transaction

Any transactions in the accounts shown in the General Ledger Summary that meet the following criteria will be included in the General Ledger Exceptions report:

  • transactions that have had their VAT treatment changed from the default VAT treatment for the account in the chart of accounts
  • journal lines (which could be an entire transaction or an individual line item in a transaction) that are higher or lower than the average transaction amount in that account for the date range selected for the General Ledger report (those being +/- 2.5 standard deviations from the average)
  • journal lines where the amount is a debit (when most entries for the account are credits) or the amount is a credit (when most entries for the account are debits).

How exceptional transactions are displayed in the report

Transactions display with 'type', 'reason' and other transaction details showing.

Only accounts from the General Ledger Summary that have exceptions identified will be displayed.

Accounts are displayed alphabetically or in code number order depending on the report option chosen.

The transactions displayed will be a subset of the transactions in a particular account (unless all of the transactions for the period of the report have had their tax option changed). Within each account, the exceptional journal line is identified. This could be an entire transaction (such as an invoice) or a line item within that transaction.

The transaction date, type, exception reason, reference, and tax percentage (where applicable) are displayed for each transaction shown on the report.

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
    • ADJ: a system-generated minor adjustment where Xero represents one payment for several invoices as individual journals, rather than one journal with multiple payments.

Exception reasons are identified as:

    • High: the transaction (or line item within the transaction) is higher than average
    • Low: the transaction (or line item within the transaction) is lower than average
    • VAT: the VAT treatment for the transaction (or line item within the transaction) is not the default for that account.

The Reference column will show a reference from the source transaction.

The total debit and credit exceptions and the difference (net movement) is shown for each account. Note the debit or credit amount displayed is the amount of the exception, not the amount of the transaction, unless the whole transaction is an exception.

Select individual transactions

Click on the transaction to drill down to the invoice, credit note or transaction that contains the exception.

VAT exception

VAT exception invoice

In some cases, the exception may be one journal line of several for a transaction.

Item exception

Invoice item exception

If you have the Adviser user role you will also be able to Save as Draft, or Publish this report and change the default PDF preferences. If you’re using Partner Edition your practice logo will display if your Principal has set it up.

Export your report

To export the report:

  1. Click Export, then select your preferred export option:

    • Excel
    • PDF (printable format)
    • Google Sheets
  2. Open, save or print the file as you need.