Account Ledger
For: Anyone who needs a named ledger (salary, a non-vendor payee) on Expenses — not the Chart of Accounts statement
Account Ledger on the Accountant menu is a master of people/ledgers: name, GST, PAN, address. Prefix ACCPA. It does not show invoices or running balances. To see what posted to Sales or Rent, open Chart of Accounts and click that account.
What this module does
1. Creating an account ledger
Add → Add Account Ledger. Save / Cancel.
Ledger Master Number: Required. Auto from Configure Account Ledger Number Preferences on the gear. Default prefix ACCPA. Disabled when auto-generate is on or on edit.
Ledger Name: Required. Stored as person name.
GST Number, PAN, Phone No., Email, Address: Optional. GSTIN pattern is validated if you fill GST Number. Country defaults to India; State and City optional.
Note: No Chart of Accounts account, no opening balance, no attachments, no lock.
2. Viewing and searching the list
Title Account Ledger with a count. Search then Apply Filters. Columns: Account Ledger#, Ledger Name, GST, Added By, Updated By, Action (Edit / Delete). No export, no status tabs, no date range. Row does not open a statement.
Note: Backend search matches person name, PAN, phone, email — not GST# or ledger# specifically.
3. Where this ledger is picked
Expenses: Field Customer/Vendor/Ledger Name merges customers with these masters.
Account Payment Received / Made: Customer/Vendor Name on those accountant payment screens is this dropdown only (not Customer Master / Vendor).
Manual Journals: Contact on a journal line is a Customer or Vendor of the branch. This master is not on that picker. Delete is still blocked if this ledger's id appears on a journal line.
4. Editing and deleting
Edit from the list. Number stays locked. Delete is blocked when the ledger is used on Expenses or Manual Journals.
Business rules
| Topic | Rule |
|---|---|
| This is not a GL statement | Accountant → Account Ledger is a master of named ledgers (Ledger Name, GST, PAN). Chart of Accounts row click is the account statement. Do not mix them |
| Subscription gate | Creating is limited by the Account Ledger plan feature. Editing and deleting are not separately gated that way |
| Account Ledger number | Auto-generated unless you turn that off under Configure Account Ledger Number Preferences on the form. Default prefix ACCPA. Locked after save when auto-generate is on |
| No CoA link, no opening balance | There is no Chart of Accounts picker, type, lock, currency, branch, or opening balance on this form |
| Where it is picked | Expenses: Customer/Vendor/Ledger Name (customers plus these masters). Account Payment Received / Made: Customer/Vendor Name is this dropdown only. Manual Journal Contact is Customers/Vendors of the branch — not this master |
| Delete | Blocked if used on Expenses or Manual Journals: Cannot delete: Business Account Ledger is used in one or more transactions |
| No detail, no export | List and Add/Edit only. No transaction tab, no TOOLS export, no lock |