Ledger settings are available from Administration / Backoffice / Ledgers. Consider testing any ledger changes in Usertest before making the settings live.
The ledgers list contains the ledger numbers required for creating export files in FBO One to be imported into accounting software (QuickBooks, SunGard, etc.). First the ledgers list is created / defined, then products in FBO One are associated with the appropriate ledger numbers.
Each item in the ledgers list includes a ledger number, a ledger type, and a description:
The ledger number originates in the accounting software, and it must be added to the ledgers list in FBO One and associated with products in FBO One for the import to work. The number must match exactly between FBO One and the accounting software.
The ledger type is indicated by a one letter code. In the example below, P = Profit, and B= Balance. The codes used in an FBO One system will depend on the type of export that has been configured.
The description is used as a reminder of which types of products should be associated with the ledger number. Multiple products may be associated with one ledger number / description. For example, 'Oil' might be used as a ledger description, with multiple types of oil products associated with that one ledger number / description.
Create a new ledger entry using the Add New option.
The Edit option is used to revise items in the ledgers list as needed. Before revising or deleting a ledger item, it's important to understand how these items work in connection with other settings in FBO One.
In the example below, the ledger item is 85083091 GA Hangar.
To understand how items in the ledgers list connect to products sold, go to Administration / Products / Products.
In the example below, a search was performed to narrow the product list down to only items including 'hangar'. Selecting one of the items shows the associated ledger number below it. It is easy to see that the Hangar Fee product is associated with the 85083091 GA Hangar item from the ledgers list.
Associated ledger numbers can be seen and edited in two spots:
- Click the product code link (Hangar Fee in the example), then select Edit This Product.
- Click the edit option to edit an existing ledger association.
On the edit screen, typically locate the Accounting section and use the Ledger drop down to find the correct ledger item.
Custom configuration in some systems may include options to also set ledger numbers in the Custom Values field.
After understanding how the connection works, let's review the 85083091 GA Hangar item via Administration / Backoffice / Ledgers again.
If the Ledger number is changed on this screen, the ledger number will also change for every associated product.
Needs cost center, Needs sub administration, Needs reference are not currently used. Always leave unchecked.
Compress is an option to generate just a single line for items with this ledger number in the export file. For example, for VAT you may want to check the box as you'll probably want just a single line in the export, and you don't need the VAT split by service. Leaving it unchecked will always generate a line in the export for every occurrence. If in doubt, leave it unchecked.
If you try to delete a ledger item, the deletion will not be allowed if the ledger number is connected to / in use by a product. Below are some examples of blocking errors that might be shown when trying to delete a ledger item.
Options to resolve issue:
- Locate the product and change the ledger number in the product, then delete the ledger item.
- Instead of deleting the ledger item, update the ledger number.
If you have difficulty locating the product that is using the ledger number, an Excel report that can be used as an audit tool is available from Reports / Product Tree.