General Ledger Report in Qoyod System
What is a General Ledger Report?
A General Ledger report is the report that displays the activity of each accounting account during a specific time period, based on the actual accounting entries that were created in the system.
In simpler terms:
The General Ledger shows you what money came into each account? What went out? And what is its balance?
Based on the reflected accounting entries.
A Key Point You Must Understand From the Start
All system reports (including the General Ledger) are based on the accounting entry date, not the document creation date.
A Very Important Example:
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A sales invoice was created on: 01 / 01 / 2026
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But the invoice’s issue date is: 26 / 01 / 2026
️ The accounting entry will be created on 26 / 01 / 2026
️ And it will appear in the General Ledger on 26 / 01 / 2026 only
Does Allocation Affect the General Ledger?
No
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Allocating vouchers or notifications does not create new entries
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And does not change existing entries
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Therefore, it has no effect at all on the General Ledger or any accounting report
The impact is always:
Only the entry changes the numbers
What Exactly Does the General Ledger Report Display?
The report displays all accounts that:
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Have had activity
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Within the specified period
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And it cannot be filtered to a single account
If an account has no activity during the period, it does not appear in the report
The Columns Displayed in the General Ledger Report
1️⃣ Account
The account name and number (for example: Cash, Bank, Expenses, Revenue)
2️⃣ Debit
The total amounts that came in to the account during the period
3️⃣ Credit
The total amounts that went out from the account during the period
4️⃣ Net Activity
The difference between debit and credit.
An Important Option:
Display Net Activity for the Fiscal Year With Closing Balance Date
When you enable this option, the report format changes immediately and two additional columns appear:
Opening Balance
The account balance before the report’s financial period.
Balance Since the Beginning of the Year
The cumulative balance of the account from the beginning of the year until the report’s end date
This option is very useful for knowing:
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The account’s status from the beginning of the year
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And not just the activity of the selected period
What Happens When You Close the Fiscal Year?
️ If the year-end closing date falls within the report period:
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The closing entries and their effect will appear in the General Ledger
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Revenue and expense accounts:
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Their balance shows as zero
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Net profit or loss:
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Appears in the equity account that was selected during closing
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️ You can always:
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Extract the report before the closing date
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To see the numbers before they are zeroed out
Do Archived Accounts Appear?
No
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Archived accounts do not appear in the General Ledger
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Its balance is displayed within its parent account
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There are no gaps or missing numbers
An Important Note:
The General Ledger does not display the entry number
But rather displays the document number (invoice, voucher, manual entry)
Can You Filter the Report to a Single Account?
No
The General Ledger:
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Displays all accounts
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You cannot select a single account only
If you want a single account:
️ Use the Account Statement report instead
Available Filter Options in the Report
1️⃣ Date
From date → To date
(This is the primary factor in the report)
2️⃣ Level
To control the depth of displayed accounts:
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Display only the account type
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Or level 1 → level 7
3️⃣ Display Net Activity for the Fiscal Year
Export: You Have Two Options, and It’s Important to Know the Difference
Regular Export (PDF / Excel)
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Exports the same visible table
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Suitable for quick review or sending
Detailed General Ledger Export to Excel
This is the most powerful option
An Excel file is created containing a separate sheet for each account, and in it:
For each account:
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Date of each transaction
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Account
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Type of transaction (invoice, voucher, manual entry…)
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Transaction description
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Reference number (can be traced back to the document)
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Debit
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Credit
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Balance after each transaction
And at the end of each account:
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Total Debit
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Total Credit
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Net Activity
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Closing Balance
This file is the complete accounting version for audit.
Required Permissions
For the user to view the report (and export it):
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Settings
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Users
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Role Management
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Enable permission:
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General Ledger Report
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Without it:
No display
No export
When Should You Use the General Ledger?
Use it when you want to:
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Review the activity of all accounts
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Ensure the system is balanced
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Review closing entries
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Deliver a complete accounting file to the auditor
Do not use it if:
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You want only one account → Use the Account Statement
