Skip to Content

Ledger Enquiry

Datafile Software

Ledger Enquiry

The Ledger Enquiry is probably the most used and important tool for enquiry. Anywhere in the (user-side of the) system you can access the Ledger Enquiry and enquire upon the sales or purchase accounts, view its transactions and orders, and reprint its documents. Although not limited to use on the sales and purchase ledgers it is probably these that are used most.

The Ledger Enquiry is accessed in a number of ways – the most common is via the shortcut key combination <Alt>+<L> (in fact the ledger enquiry is often referred to as the ‘Alt-L’). The ledger enquiry can also be accessed via the Tools pull-down option ‘Ledger Enquiries’ and an icon on the toolbar. In addition when using an account in the system, for example when entering payment details, you can use the <F8-Zoom> key to access the Ledger Enquiry for that account.

When accessing the enquiry option (except via the <F8-Zoom key) you are firstly asked to choose the ledger you wish to enquire upon and then enter, in the case of the sales and purchase enquiries, the account you wish to enquire upon. <F4-Select> is available as usual.

The screen displays information from the accounts file and Diamond and Premier users can configure the information displayed. Premierusers can also configure information for display over two screens, with the <Page-Up> and <Page-Down> keys moving between the two screens.

Several enquiry options are available (subject to configuration and authority levels).


Displays the ‘current’ transactions for an account. As elsewhere ‘current’ transactions are those entered in the period or those that were outstanding at the start of the period. Transactions are usually displayed in LIFO order but this is configurable as are the items to display (at the Diamond and Premier level)

You scroll up/down the list as required using the <up-arrow>, <down-arrow>, <page-up> and <page-down> keys or use the mouse on the scroll bars (when there are more than a page full of transactions). The enquiry usually lists all the current transactions, however, if there are more for display than the set pick list limit then you have to select the MORE option to display the remainder. Actions available against each transaction could include (subject to configuration):

VIEW – available on Premier only, this action displays a full-screen enquiry of the highlighted transaction.

ANALYSIS – available when highlighting invoices, credits and invoice adjustment, this action shows the analysis lines that make up this transaction. When listed a VIEW action is available for Premier users against each of the analysis lines.

DOCUMENT – available on the Purchase enquiry this option shows the scanned document image and, subject to authority level allows you to rescan the document.

EXIT – returns you to the main account enquiry.

The transactions displayed can be filtered by date range or type by using the <F7-Option> key prior to selecting the transaction enquiry option. You can also sort or filter the transactions by right-clicking the column heading and choosing the appropriate option.

Retained Transactions

Offers the same options as the Transactions menu but shows the full transaction history for the account.

Outstanding Transactions

Offers the same options as the Transactions menu but shows only transactions that are outstanding.


The Invoices enquiry shows the saved documents for the account – often only showing the Invoices and Credits, it can also show Quotes, Delivery Notes, Acknowledgements and Statements. This option allows you to view or re-print the document.

The Documents Filter option allows you to restrict the documents displayed, for this enquiry session, to particular types, a set date range or value range, description containing ‘xxxxxxxx’ or document containing ‘xxxxxxx’.

Aged Analysis

This option shows the Aged Analysis for the account. Based on the ageing periods defined in the system profile it ages the outstanding transactions at today’s date.


This option lists the sales/purchase orders for the account with options to view the details of the order from this. Again Diamondand Premier users can configure the items listed, and Premier users have the option for a full-screen enquiry display of the order header and detail.

History / Details

These two options, available on Premier systems, allow you to enquire on two databases that are linked to the customer/supplier file.For example, you could display the allocation log file or the invoice costing/generator files.


This option allows you to scan a document against the sales ledger account – perhaps a letter or a account agreement form.

Selecting the FILES button offers the option to scan a document against the account.

When selecting the ‘Scan Documents’ option you will be prompted for the filename to save the scanned document as – you do not need to enter a path or a suffix, just a description of the document. <F4-Select> is available if you wish to select an existing file to overwrite.

After entering the saved document filename the scan dialog is shown and you can proceed to scan the document (as per the P/L scanning option discussed earlier). You can view the scanned document via the ‘Associate File’ option available on the toolbar or via the ‘Links’ option on the utility panel on the sales / purchase account maintenance and transaction entry screens.


Allows you to select another account to enquire upon. This option is also available via use of the <ESC> key. Note: if use the <F8-Zoom> key to access the enquiry then this option is not available.


Exits the account enquiry.

  • Release ID: Standard