Click GL from the Main menu to open the General Ledger. The Find box shows all general ledger records that contain the string in: | GLID | TDate | Contact ~ InvoiceID | Memo | DepositID ^ CheckNo | Comment | SEL | Account @ CashAccount |. The unique delimiters let you specify the string must begin, end or match exactly a certain field. The records are further filtered by a Start and End Date range that is normally the current calendar year. Use the arrow keys and the slider on the right of the form to move to the desired record.

The blue field headers GLID, TDate, Amount, Contact, Account, Cash Account, Memo, InvoiceID, DepositID, CheckNo and Sel sort the records by that column. Click the link a second time to sort descending. Hover over the link to see a yellow tooltip showing the entire sort order.

Add a new record for each financial transaction that affects any account on the balance sheet or profit and loss statement. These accounts are set up on the Combo form. Assets should have sort order of 1, Liabilities 2, Equity 3, Income 4 and Expenses 5. Normally the Cash Account is a bank account and the Account is not. Most values should be positive, except Loans TO Shareholder or Repay Loans FROM Shareholder normally have negative Amounts.

When depositing checks, click Undeposited to see the checks that are to be deposited and total amount. Click Deposit to assign them to a DepositID and clear the list for the next deposit.

Use the Balance Sheet, GL Transactions and Profit and Loss Statement to make sure your amounts and accounts are correct.

Here are some sample transactions using the above accounts:

Transaction Account Cash Account
Sale of stock to SH SH Equity Checking
Repay loan From SH. Amt<0 Loans Checking
Invoice income Inc from Consulting Checking
Property to equity Fixed Assets SH Equity
Pay fed tax Tax Checking
Pay employee Payroll Checking
Sales tax collected Sales Tax Coll Checking
Buy fixed asset by SH Fixed Assets Loans
Paypal loan to SH. Amt<0 Loans Checking
Depreciation on 12/31 Depreciation Fixed Assets
Phone expense pd by SH Other Exp Loans
Mileage expense Other Exp Checking
Dividend to SH. Amt<0 SH Equity Checking
Trash fixed asset. Amt=0 Fixed Assets Checking
Cost of Goods Sold Fixed Assets Checking
Cost of Goods Sold Fixed Assets Loans
Sale of inventory Sale of Inv Checking