Overview
The General Ledger (Philippines) report shows all movements for each account in your books for a selected date range and location.
For every account, the report displays:
The opening balance
Every debit and credit movement with date, description, and reference number
The running balance after each movement
The closing balance at the end of the period
This module sits under:
Financials → Books of Original Entry → General Ledger
It is part of the Philippines Books of Original Entry group, together with: General Journal, Sales Journal, Purchase Journal, Cash Receipt Book, and Cash Disbursement Book.
Key Features
Date-range filter
Choose a start date and end date to define the reporting period.
The system checks that the start date is not later than the end date and shows an “Invalid date range” message if it is.
Location filter
View the ledger for all locations or for a specific branch/location.
Per-account ledger cards
For each account, you see a card with:
Account number and name in the header
A line showing Opening Balance and Closing Balance for that account
Detailed movements table
Inside each account card is a table with:An Opening Balance row
One row per movement with: Date, Description, Reference #, Debit, Credit, Running Balance
A Closing Balance row at the bottom
If an account has no movements, you see the message “No ledger movements for this account.”
Running balance is calculated by starting from the opening balance and adding debits and subtracting credits for each movement.
Accurate balances from backend ledger service
The backend gathers all ledger entries for the selected business and date range, then groups them by account/category.
For each group it keeps the opening balance, builds the list of movements, and calculates the closing balance based on the final running balance.
CSV and PDF export
The page includes Download CSV and Download PDF buttons.
CSV export includes:
Account Number, Account Name, Date, Description, Reference, Debit, Credit, Running Balance, plus “Opening Balance” and “Closing Balance” rows for each account.
Shared experience with other Philippine books
The same page and filters are reused for General Journal, Sales Journal, Purchase Journal, Cash Receipts Journal, and Cash Disbursements Journal, so the workflow is consistent across all Books of Original Entry.
Getting Started
Follow these steps before using the General Ledger:
Record transactions in other modules
Post entries in:
General Journal (e.g., manual journal entries)
Sales Journal and Purchase Journal
Cash Receipt Book and Cash Disbursement Book
These modules create the ledger entries that appear in the General Ledger.
Set up accounts and opening balances
Define your accounts in Chart of Accounts so each ledger line can be linked to an account number and name.
Enter starting balances using Manage Opening Balance so the opening balances in the ledger are correct. (Opening balances are used as the starting running balance for each account.)
Open the General Ledger module
From the left menu go to Financials → Books of Original Entry → General Ledger.
The page title “General Ledger” will appear, with the date and location filters at the top.
How to Use
1. Set your filters
Choose the date range
In the Date field at the top, select the start date.
Select the end date.
Make sure the start date is on or before the end date to avoid an “Invalid date range” message.
Choose the location
In the Location dropdown, choose All to see all branches, or pick a specific location.
Refresh the report
Click Refresh to load the ledger for your chosen period and location.
2. Read the ledger for an account
For each account card:
Check the header
At the top you’ll see:
Account number and name (for example, 2310 · Accrued Utilities)
A line that shows Opening Balance and Closing Balance for the selected period.
Understand the table rows
The table inside each card is organised as:
Opening Balance row
Date
Description: Opening Balance
Running Balance: starting balance for that account.
Movement rows – one row per transaction:
Date – accounting date of the movement
Description – memo or notes
Reference # – journal number or other reference
Debit – amount posted as a debit
Credit – amount posted as a credit
Running Balance – balance after this transaction
Closing Balance row
Shows the final balance based on the last running balance.
Accounts with no movements
If the account has only an opening balance and no transactions in the selected period, you’ll see the message:
“No ledger movements for this account.”
3. Export the report
Download as CSV (spreadsheet)
Click the CSV/download icon near the top of the page.
The exported file contains:
Account Number, Account Name
Date, Description, Reference
Debit, Credit, Running Balance
Extra rows for Opening Balance and Closing Balance for each account.
Download as PDF
Click the PDF icon to generate a PDF version of the report layout using the same date and location filters.
4. Use with other modules
General Journal – detailed journal lines that ultimately feed into the ledger entries.
Sales & Purchase Journals – sales and purchase transactions that affect revenue, expense, and tax accounts.
Cash Receipt & Cash Disbursement Books – cash in and cash out movements, grouped by account category.
Transactions posted and properly categorised in these modules will appear in the General Ledger report for the matching accounts and period.
Troubleshooting
1. “Invalid date range”
What you see:
A yellow message box saying “Invalid date range – Start date must be on or before the end date.”
What to do:
Re-open the date picker.
Make sure the start date is earlier than or the same as the end date.
Click Refresh again.
2. “Unable to load report”
What you see:
A red message saying “Unable to load report. Please adjust your filters or try again in a few moments.”
What to do:
Check your internet connection.
Try a shorter date range or choose All locations.
Click Refresh again.
If it still fails, try signing out and signing back in before reloading.
3. No accounts or movements showing
Possible reasons:
There are no ledger entries in the selected period and location. The backend only returns ledgers when there are entries for that date range.
Transactions have not been posted yet in the related modules (General Journal, Sales/Purchase Journals, Cash Books).
What to do:
Expand the date range.
Change Location to All.
Check that journal entries and cash transactions have been posted for the accounts you expect.
4. CSV or PDF is empty or missing data
If your exported file is empty or has only headings:
Make sure the report on screen already shows ledger data before you click the export buttons.
Check that your filters are not too narrow (for example, a single day with no activity).
Try adjusting the date range or location and export again.
By following this guide, you can use the General Ledger (Philippines) module to review detailed account movements, verify balances, and export BIR-aligned ledger reports whenever you need them.