See the entries behind a figure

Every figure on a report is a total of journal entries, and every entry was posted by a document: an invoice, a payment, a bill, an expense or a journal. When a number looks wrong, click it. Spine lists the entries that make it up, and each one opens the document that posted it.

Who can do this

Owners, and Staff whose Team has View ledger / journals. Staff without it can still read the reports their Team grants, but the account names aren’t clickable.

1. Open a report — For example Reports › Profit & Loss, Balance Sheet or Trial Balance. The note under the table reads “Click an account to see every journal entry behind its figure.”
2. Click the account — Accounts show as code and name, such as “4100 · Sales — Services”. A dialog opens titled with the account.
3. Read the entries — Each entry in the report’s range shows its description, its date, and its amount marked Dr (debit) or Cr (credit).
4. Open the source — Click an entry from an invoice, payment, bill or expense to open that document.

Profit & Loss with the note Click an account to see every journal entry behind its figure above the income and expenses table

If nothing was posted to the account in the range, the dialog says “No journal entries posted to this account in range.”

Other places you can drill down

• Cash Flow: click a line to see the accounts behind it. A positive amount brought cash in.
• Expenses by category: click a category to see every journal entry behind it.
• Sales by customer, Sales by item and Purchases by vendor: click a row to list its invoices or bills.

Tip

Your bookkeeper can investigate with View ledger / journals alone. That right opens the entries, the General ledger, Day book and Journals, but not Profit & Loss or the Balance Sheet. See Give your accountant access to reports.

Entries are never edited. If one is wrong, correct the document that posted it, for example by voiding or crediting an invoice, or post an adjusting journal.