Viewing Account Books
Account Books in EquiBillBook provide a detailed view of all transactions for a specific account, showing the complete transaction history, balances, and account activity. This guide will help you understand how to view and navigate Account Books effectively.
What is an Account Book?
An Account Book is a detailed ledger view that shows:
- All transactions posted to a specific account
- Transaction dates and reference numbers
- Debit and credit amounts
- Running balance after each transaction
- Transaction descriptions and details
- Related documents (invoices, payments, journal entries)
Accessing Account Books
To view an Account Book in EquiBillBook:
- Navigate to the Accounts module from the main menu
- Click on Account Book or Ledger
- Select the account you want to view from the account dropdown
- Optionally, set date filters to view transactions for a specific period
- Click "View" or "Generate" to display the Account Book
Account Book Features
1. Account Selection
You can view Account Books for any account in your Chart of Accounts:
- Asset Accounts: Cash, Bank, Accounts Receivable, Inventory
- Liability Accounts: Accounts Payable, Loans, Credit Cards
- Income Accounts: Sales, Service Revenue, Other Income
- Expense Accounts: Rent, Salaries, Utilities, Office Expenses
- Equity Accounts: Capital, Retained Earnings
2. Date Range Filtering
Filter transactions by date range:
- From Date: Start date for the period you want to view
- To Date: End date for the period
- Quick Filters: Today, This Week, This Month, This Year, All Time
- Custom Range: Select any specific date range
3. Account Book Display
The Account Book typically displays:
- Opening Balance: Balance at the start of the selected period
- Transaction List: All transactions in chronological order
- Debit Column: Amounts debited to the account
- Credit Column: Amounts credited to the account
- Balance Column: Running balance after each transaction
- Closing Balance: Final balance at the end of the period
Understanding Account Book Columns
Date
The transaction date when the entry was posted to the account.
Reference Number
Unique identifier for the transaction, such as:
- Invoice numbers (for sales invoices)
- Bill numbers (for purchase bills)
- Journal entry numbers
- Payment receipt numbers
- Voucher numbers
Description/Narration
Description of the transaction, including:
- Transaction type (Invoice, Payment, Journal Entry)
- Related party (Customer, Supplier, Account Name)
- Additional notes or details
Debit Amount
Amount debited to the account (increases assets/expenses, decreases liabilities/income).
Credit Amount
Amount credited to the account (decreases assets/expenses, increases liabilities/income).
Balance
Running balance after each transaction, calculated as:
- For Asset/Expense accounts: Opening Balance + Debits - Credits
- For Liability/Income/Equity accounts: Opening Balance + Credits - Debits
Account Book Views
1. Detailed View
Shows complete transaction details including:
- All transaction fields
- Related document links
- Full descriptions
- Additional transaction information
2. Summary View
Provides a condensed view with:
- Essential transaction information
- Key dates and amounts
- Quick reference numbers
3. Grouped View
Groups transactions by:
- Transaction type
- Date (daily, weekly, monthly)
- Related party
Drilling Down into Transactions
From the Account Book, you can:
- View Transaction Details: Click on any transaction to see full details
- Open Related Documents: Access the original invoice, bill, or journal entry
- Edit Transactions: Modify transactions if you have proper permissions
- Print Transaction: Print individual transaction details
Account Book Reports
You can generate various reports from Account Books:
1. Account Statement
Generate a formatted statement showing:
- Account summary
- Transaction list
- Opening and closing balances
- Professional formatting for sharing
2. Account Balance Report
View account balances at different points in time:
- Current balance
- Balance as of specific date
- Period-wise balances
3. Transaction History Report
Detailed report of all transactions with:
- Complete transaction details
- Filtering and sorting options
- Export capabilities
Exporting Account Books
You can export Account Books in various formats:
- PDF: For printing or sharing
- Excel: For analysis and further processing
- CSV: For importing into other systems
Multi-Branch Account Books
If you're using multi-branch setup:
- Filter Account Books by branch
- View branch-specific transactions
- Compare account activity across branches
- Generate consolidated or branch-wise reports
Tips for Using Account Books
- Use date filters to focus on specific periods
- Regularly review Account Books to monitor account activity
- Export Account Books for record-keeping and audit purposes
- Use the search function to find specific transactions quickly
- Compare Account Books across different periods for trend analysis
- Verify opening balances match previous period closing balances
- Check for any unusual transactions or discrepancies
Common Use Cases
1. Bank Reconciliation
Use Bank Account Books to:
- Compare with bank statements
- Identify missing transactions
- Verify all bank transactions are recorded
2. Customer Account Review
View Accounts Receivable Account Books to:
- Check customer payment history
- Identify outstanding invoices
- Monitor customer balances
3. Expense Tracking
Review Expense Account Books to:
- Monitor expense categories
- Track spending patterns
- Analyze cost trends
4. Income Analysis
Examine Income Account Books to:
- Track revenue sources
- Monitor income trends
- Analyze sales performance
Account Book vs. General Ledger
Understanding the difference:
- Account Book: Shows transactions for a single account
- General Ledger: Shows all accounts and their transactions
- Account Book is a subset of the General Ledger
- Use Account Book for detailed account analysis
- Use General Ledger for overall financial overview
Need Help?
If you encounter issues viewing Account Books:
- Ensure you have proper permissions to view accounts
- Verify the account exists and is active
- Check date filters are set correctly
- Ensure transactions exist for the selected period
- Contact support if you need assistance with specific account queries
Account Books are essential tools for detailed account analysis and transaction tracking. Regular review of Account Books helps maintain accurate financial records and provides valuable insights into your business finances.