Cybooks

View the detailed ledger

This guide explains how to view the Detail General Ledger report, which shows line-by-line transaction detail grouped by account.

The detailed ledger goes deeper than the standard general ledger by showing every individual journal entry line within each account. For each account, you can see opening balances, individual debits and credits with a running balance, net movement, and closing balances. This is useful when you need to trace specific transactions, verify account activity, or investigate discrepancies.

View the Detail General Ledger

  1. In the sidebar, click Reports, then select Detail General Ledger.

  2. Set the Date range to choose the period you want to review. By default, the report shows the current month.

  3. To focus on specific accounts, use the Accounts dropdown to select one or more accounts. If no accounts are selected, the report shows all accounts that have transactions in the selected period.

  4. Click Update to load the report.

The report displays a tree-structured grid. At the top level, each row represents an account. Click the expand arrow next to an account name to see its individual transactions.

Read the report

Each account section contains the following:

  • Opening Balance -- the cumulative debit, credit, and running balance for the account from all transactions before the start date.

  • Individual transaction rows showing:

    • Date -- the journal entry date
    • Account Code -- the chart of accounts code
    • Journal ID -- the unique journal entry identifier
    • Transaction Type -- the source of the entry (e.g. Invoice, Bill, Expense, Manual Journal)
    • Description -- details about the transaction
    • Reference -- the transaction reference number
    • Debit and Credit -- the amounts posted to this account
    • Running Balance -- the cumulative balance after each transaction
    • Deb./Cred. (FC) (currency) -- the foreign currency ISO code, if applicable
    • Deb./Cred. (FC) -- the amount in the foreign currency
    • Tax -- the VAT amount on the line
    • Tax Rate -- the tax rate percentage applied
    • Tax Name -- the name of the tax rule used

  • Total [Account Name] -- the total debits, credits, running balance, and tax for all transactions in the period.

  • Net movement -- the net change (debits minus credits) for the account during the period.

  • Closing Balance -- the opening balance plus all transactions in the period, showing the final position.

At the bottom of the report, a Total row shows the combined debits, credits, running balance, and tax across all displayed accounts.

Choose which columns to display

  1. Use the Columns dropdown in the report header to select or deselect columns.

  2. Click a column name to show or hide it. The grid updates immediately.

This is helpful when you want to simplify the view by hiding columns like foreign currency or tax details.

Export or print the report

  1. Click the More button (vertical dots icon) in the top-right corner.

  2. Choose an export format:

    • PDF -- for a formatted document
    • XLSX -- for a Microsoft Excel spreadsheet
    • CSV -- for a comma-separated values file

  3. To print the report, select Print from the same menu. The report prints in landscape orientation.

Schedule the report

You can set up the report to be generated and emailed automatically on a recurring basis.

  1. Click the More button and select Schedule Report.

  2. Choose a Frequency: Daily, Weekly, Monthly, or Quarterly.

  3. Set the Start Date & Time for when the first report should be sent.

  4. Enter one or more Email Recipients.

  5. Select the Attach Report as format: PDF, CSV, XLSX (Microsoft Excel), or XLS (Microsoft Excel 1997-2004 Compatible).

  6. Toggle the Status to activate or deactivate the schedule.

  7. Click Save.

Frequently asked questions

What is the difference between the General Ledger and the Detail General Ledger? The General Ledger shows summarised debit and credit totals per account. The Detail General Ledger shows every individual transaction line within each account, along with running balances, tax details, and foreign currency information.

Why do some transactions show a foreign currency amount? When a transaction involves a currency different from your base currency, the report shows both the base currency amount (in the Debit/Credit columns) and the foreign currency equivalent in the Deb./Cred. (FC) column, along with the currency code.

What does a negative running balance mean? A negative running balance means credits have exceeded debits for that account up to that point. The report displays negative amounts in parentheses.

Can I filter by a single account? Yes. Use the Accounts dropdown to select just the account you want to review. Only that account and its transactions will appear in the report.

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