Review the General Ledger

Trace account activity across transactions and Journal Entry lines for a selected period.

Review the full ledger

Open Reports > General Ledger.
Choose a Report Period. From and To remain editable. Changing

either date selects Custom Range; select Apply to load the new dates. The first control card uses the same Report Period, From/To, Refresh, Export, and Print controls as Profit and Loss. Select Customize, immediately before Refresh, to open the filters and display options. A partial custom date never refreshes the ledger.

Full Ledger opens by default. It lists accounts in order, with each

account's transaction count and period Amount. Expand an account to see its Beginning Balance, transaction lines, running Balance, and account total. Account totals load first; transaction details load when an account is expanded. Expanded accounts default to 50 lines per page. Pagination controls appear only when the account has more than 50 lines. Use Rows per Page (50, 100, 200, 300, 500), the central range, and Previous/Next below that account. The running balances keep their chronological meaning across pages. In Customize, select Report View and choose Full Ledger or Account Summary. Use Account Groups to choose Expand All or Collapse All, then Apply. Cancel discards these choices.

The full ledger shows Distribution Account, Transaction Date, Type, Name,

Memo / Description, Related Account, Amount, and Balance. Optional columns and Accountant view remain available under Customize. The table shortens long account names and text with an ellipsis; point to shortened text to see its full value. Transaction Number is an optional xBoox reference column. Show it in Customize when it is needed in the report or CSV export.

Choose Account Summary for the previous account-balance overview. It

groups accounts under Assets, Liabilities, Equity, Income, Expenses, and Other Accounts, showing Beginning Balance, Debits, Credits, Ending Balance, and activity count. Select an account for its detailed ledger; use All Accounts to return. Long account names remain on one line with an ellipsis and full-name tooltip. On small screens, scroll within the summary table to keep financial columns readable.

Select an overview column heading to sort accounts within their accounting sections. The overview shows 50 accounts by default and offers 100, 200, 300, or 500 per page. The detailed ledger defaults to transaction-date order. Its column headings sort lines within each account; Distribution Account sorts the account groups. Balance values retain their chronological accounting meaning and are not recalculated when rows are sorted. Select Date ascending to restore chronological order. CSV and printed ledger lines follow the chosen order. Detailed export and print load all matching lines on demand, including pages and accounts not opened on screen.

Review one account

In an account's detailed ledger, you can filter the selected account by Transaction Type or Reconciliation Status and use Search to find a transaction, memo, or source name. The ledger shows Beginning Balance, each posted line, the account total, and its running Balance. When an activity filter or Search is active, the report labels the result Filtered Balance or Filtered Ending Balance so it is not mistaken for the unfiltered account balance.

Beginning Balance includes a saved account opening balance effective on or before the selected To date. Retained Earnings for a corporation, or Owner's Equity for a sole proprietor, includes profit carried from periods before the selected From date. These brought-forward amounts let the account detail ending balance reconcile to the Balance Sheet for the same dates.

The Standard view shows Date, Type, Name, Memo / Description, Related Account, one signed Amount, and running Balance. A positive Amount increases the account's normal balance; a negative Amount reduces it.

Use Customize to filter Account Type (in the full ledger), Transaction Type, Reconciliation Status and Search. The icon-only button has a Customize tooltip; active filter counts appear in its tooltip and accessible label. Changes remain a draft until Apply. You can also:

switch to Accountant view, which replaces Amount with Debit and Credit;
show or hide Transaction Number, Name, Memo / Description, Related Account, and

Reconciliation Status; and

retain those display preferences in the current browser.

Columns appears first in Customize. Transaction Number and Name start hidden; Description, Split and Reconciliation Status start visible. The updated defaults replace earlier display preferences once.

Select Apply to update the report and save display preferences. Reset clears filter drafts and restores Standard view with Transaction Number and Name hidden; select Apply to commit the reset. Cancel, the close button, clicking outside the panel or pressing Escape discards pending changes. Changing display options alone redraws the current report without another data request.

The toolbar omits the Accrual Basis badge; the report itself retains its basis.

Name is descriptive source evidence only. It does not create a Payee, Merchant, Vendor, or Contact record and does not control posting.

Memo / Description can come from a transaction line or its parent transaction; it is not always a raw Bank Memo. Related Account is the other account shown for the ledger line, such as an expense category when reviewing a bank account. It can be blank where there is no single related account; Journal Entry lines do not show their entry number as an account. Reconciliation Status distinguishes Reconciled, Not Reconciled, and Not Applicable. Journal Entry lines are Not Applicable. The same labels appear in the status filter and detailed CSV export. This report does not use QuickBooks' separate Cleared (C) state.

General Ledger is currently presented on an accrual basis. xBoox does not show a Cash/Accrual switch because a separate cash-basis calculation is not currently part of this report.

Journal Entries

Posted Journal Entry lines appear as Journal Entry, with their Journal Entry number, source label, and line Description. If a Journal Entry line has no Description, General Ledger shows the Journal Entry's header Note instead. Reversed originals and posted reversal entries remain visible so the audit trail is preserved.

Export and print

Use Download > Export to Excel or Export to CSV for the view you are currently reviewing. From Full Ledger, it exports all account groups and their transaction lines, including collapsed accounts. From Account Summary, it exports the grouped account summary; from an account detail view, it exports that account's detailed ledger. On a wide screen, Full Ledger uses the available report width. On a narrower screen, scroll within the ledger table to see the remaining columns. Print opens a landscape, multi-page print view for Full Ledger and an individual account. Account Summary printing includes every matching account, including accounts beyond the current on-screen page. Save that print view as a PDF in your browser if needed. Full Ledger printing includes all account groups and transaction lines, even when groups are collapsed on screen, and uses the chosen columns. Account Summary keeps its compact print view. Detailed CSV uses the chosen columns and Standard or Accountant view, retaining complete text values. The print view is formatted for reading on paper or in a PDF. A dated Opening Balance line is supporting balance information rather than an editable Expense or Income transaction, so it does not open a transaction drawer.

Important boundaries

General Ledger is account detail, not the raw Bank Transactions review queue.
The ledger includes both sides of each completed transaction and posted

Journal Entry. Unmatched imported bank rows remain source evidence and do not appear as posted ledger activity.

Inactive accounts with historical activity remain available so deactivation

does not remove prior accounting history.

Journal Entries show Not Applicable for reconciliation status.
Needs-review transactions may be excluded from final accounting reports.
Changing a source transaction may change future report results; Audit Log preserves applicable change activity.

View one posted transaction's journal

In Bank Account-Based Tracking, open an already Posted Expense, Income, Split, or Transfer. Select the three-dot More button beside Attach File, then Transaction Journal. For a Posted Bank Transaction, expand its row and use More before Attach File beneath Tags.

The read-only dialog shows that saved transaction's accounts, Note, Debit, Credit, and totals in its currency, using the same accounting rules as General Ledger. It includes applicable tax control lines. Unsaved edits are not shown. Close with the upper-right X to return to your transaction without losing your edits. New entries, Pending, Ignored, and Waiting Match records have no journal entry point. This is a single-transaction view, not a separate Reports menu item.

Saved changes and report updates

A successful bookkeeping change reloads the currently open report. Other reports update when opened. Applied periods and filters remain selected; detail sorting and page size remain selected, with the page adjusted if fewer pages remain. If the report cannot reload after a successful save, refresh it without entering the transaction again. See Choose the right xBoox report for Category changes and split-transaction membership.

Identify reversal Journal Entries

In transaction detail rows, a generated reversal appears as Journal Entry (Reversal). The original entry remains Journal Entry, including after it has been reversed. The label uses the saved reversal relationship rather than words in a Description or Note. CSV exports and printed detail reports use the same label. Select either entry to view its own posted details and reversal relationship.

Bank document names

Incoming bank transactions display Deposit; incoming credit-card transactions display Credit Card Credit. Transfer retains its name. These display names do not change debit/credit amounts or reconciliation status. Detail links open the same full transaction used by Banking, Expenses and Income.

Report Period offers month, year (and eligible fiscal-year) presets and Custom Range. This Quarter and Last Quarter are not preset choices; use Custom Range for those dates.

Account paging and downloads

Expanded accounts with more than 50 lines use the shared Rows per Page selector (50, 100, 200, 300 or 500), default 50, Showing X-Y of N transactions, and Previous/Next. Changing size resets that account to page 1. Financial totals and ending balance describe the full filtered account, not the current page. Running balances retain their server-calculated values.

Download offers Excel and CSV. Account Summary exports all matching accounts; Full Ledger and account detail retrieve the complete matching lines using the existing output path, regardless of collapsed accounts or the visible page. Selected columns, filters and sorting remain relevant. A large full export may still be subject to ordinary server limits; changing format does not bypass those controls. Print remains available; no dedicated PDF download is added to the wide ledger.

Excel data row height

Page-level Excel downloads use fixed-height data rows with automatic text wrapping off. Long Memo, Note, Description and account text remains fully stored in the cell. Widen the column or select the cell and use the formula bar to read it; fonts are not shrunk to fit. Column headings may wrap separately. This presentation rule does not alter amounts, records, CSV or PDF output. Settings Data Export is outside this update.

Detail Excel downloads size columns by purpose: compact dates, identifiers and types, wider account/category names and Memo/Description fields, with suitable monetary widths. Customize column choices retain the matching width when columns move or disappear. Summary statements retain their account-first layout.

Excel titles, Workspace/period labels, scope notes and column headings are separate from fixed-height data rows: they wrap and receive additional row height as needed. Scope notes span the table width. Summary exports freeze the rows above the data without freezing the first column; detail exports also freeze the first identification column. The freeze line is an Excel viewing aid, not a printed border. Account columns remain text columns. Settings Data Export remains outside this update.

Excel expandable groups

Excel downloads preserve all matching rows. Only General Ledger and GST/HST Detail use native row outlines, initially collapsed to summary/total rows. Use Excel plus/minus controls to expand them. All other Excel reports show their rows without collapse controls. This does not change amounts, row completeness, or the app’s expand/collapse controls. Detail rows retain fixed height without automatic wrapping.

Flat reports, including GST/HST Summary, Account Summary, Trial Balance, transaction drilldowns, Journal Entries and Transfers, keep their existing layout. CSV and PDF/Print output are unchanged. Settings Data Export remains outside this update.

General Ledger Excel omits standalone account-heading rows repeated by the transaction and total rows. Beginning Balance, transactions, total amounts and ending balances remain intact. Outline ranges are adjusted to the retained rows, including accounts with only an opening balance. CSV and PDF/Print remain unchanged.

Account Summary also hides pagination when there are at most 50 accounts. Once a total exceeds 50, controls remain available even if a larger selected page size fits every record on one page. The account pager spans the table width without an inset table-cell margin.

Account heading counts

Full Ledger account headings show a parenthesized count of detail lines: the matching transaction count plus one Beginning Balance line when the opening balance is nonzero. A group with only a Beginning Balance therefore shows (1). Account total rows are not counted. Pagination counts transactions only; the Beginning Balance is separate and is not a paginated transaction.

Heading counts use the counts already returned by the summary response. Restoring their display does not fetch the full transaction details or add a separate count request. Expanding still loads only the selected account page. Disclosure arrows occupy a left gutter so account numbers align with transaction account labels. CSV and Excel download values remain unchanged.

Report date controls

Corporations with valid fiscal settings default to This Fiscal Year to Date; other workspaces default to This Year to Date. Full-year choices remain available. Preset From and To dates are editable. Editing either date selects Custom Range, and Apply loads the complete range. Drilldown retains the selected dates and corresponding period label. Comparison drilldown uses the clicked column and Back restores the comparison settings.

Report table columns

Use the header divider to adjust column widths. The three-dot menu provides Sort Ascending, Sort Descending and Clear Sort (restore the default order), Manage Columns, and Reset Column Widths. Hide Column appears only for optional columns. Grouped statement rows sort among sibling accounts; section headings, account children and totals remain together. General Ledger keeps original running balances when display order changes. Column menus do not add filters or filter chips; report period and comparison controls remain available. Width and optional-column choices are remembered locally for each report layout.