Table of Contents

Invoicing - Ledger Entries

The Invoicing Ledger Entries represent the permanent record of all posted central invoicing transactions. This guide explains how to work with these entries.

Ledger Overview

Accessing Ledger Entries

  1. Click on the search icon (🔍) in the top-right corner, or press Alt+Q to open the "Tell me" search feature
  2. Type "Invoicing Ledger Entries" in the search box
  3. Select "Invoicing Ledger Entries" from the search results
  4. The Invoicing Ledger Entries page displays all posted journal lines

Ledger Entry Structure

Each ledger entry contains:

  • Transaction details (customer, item, quantity, amounts)
  • Source information (which system module generated the entry)
  • Status information (pending, invoiced, etc.)
  • Invoice references (when applicable)
  • Document links (connections to source and target documents)

Working with Ledger Entries

Filtering and Finding Entries

  • Use the filter pane to locate specific entries
  • Common filters include:
    • Customer
    • Date range
    • Status
    • Source type
    • Amount range
    • Invoice number

Entry Details

To view complete details for an entry:

  1. Select the entry line
  2. Review the information in the fact box
  3. Use the Related Information menu to see additional details

Source Document Reference

To access the original source document:

  1. Select the ledger entry
  2. Click Entry > Show Source
  3. The system opens the source document that generated this entry

Invoice Reference

To view the invoice for an entry (if invoiced):

  1. Select the ledger entry
  2. Click Entry > Show Invoice
  3. The system opens the related sales invoice

Ledger Entry Status

Ledger entries have several possible statuses:

Pending

  • Entry has been posted but not yet invoiced
  • Available for invoice generation

Transferred to Invoice

  • Entry has been included in a draft sales invoice
  • Not yet fully processed through the sales system

Invoice Posted

  • Entry has been included in a posted sales invoice
  • Invoice process is complete

Canceled

  • Entry has been canceled and will not be invoiced
  • May have a reference to a correction entry

Partner Synchronization Status

For multi-company setups, entries also have a partner synchronization status:

Pending

  • Entry needs to be synchronized with partner companies
  • Waiting for synchronization process

Synchronized

  • Entry has been successfully synchronized with partners

Common Ledger Operations

Creating Invoices

To create invoices from ledger entries:

  1. Filter to find the entries you want to invoice
  2. Select one or more entries
  3. Click Actions > Create Invoice
  4. Complete the invoice creation process

Custom Analysis

For deeper analysis:

  1. Export ledger data to Excel
  2. Use Business Intelligence tools with your data
  3. Create custom reports through the reporting system

Troubleshooting Ledger Issues

Entries Not Appearing

If expected entries are missing:

  • Verify journal posting was successful
  • Check that filters are set correctly
  • Ensure you have permission to view all entries

Status Not Updating

If entry status is incorrect:

  • Check related documents (invoice, credit memo)
  • Verify processing of related documents completed
  • Check for blocking validation issues

Synchronization Problems

For partner synchronization issues:

  • Check network connectivity between companies
  • Verify partner settings and permissions
  • Review the synchronization log for errors

Next Steps

For related processes, see:

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