Step 1: Accessing the Ledger Configuration

To begin:

1. Open Swiftly Workspace

2. Go to Configuration in the left-hand sidebar

3. Under Items, select Ledger

This opens the Master Data Management panel where you can manage and maintain your financial ledgers.

Step 2: What is a Ledger?

A Ledger is a financial category used to classify and separate types of business transactions. In Swiftly Workspace, each transaction—whether it’s a sale, a purchase, or a journal entry—is tied to a ledger for proper reporting and accounting.

This allows you to:

• Track income and expenses separately

• Ensure accurate posting to your general ledger

• Generate clean, segmented financial reports

Step 3: Understanding Sales and Purchase Fields

Each ledger allows you to define both Sales and Purchase codes. Here’s why they matter:

• Sales: This field is used to classify revenue-related transactions. It identifies which type of income (e.g., consulting, training, rentals) the business is earning, allowing for better revenue analysis and tax reporting.

• Purchase: This field categorizes cost or expense transactions. It links supplier invoices or procurements to the correct cost accounts, enabling accurate tracking of business expenditures and budgeting.

While not both are required for every ledger, having at least one helps anchor the financial impact of each transaction.

Step 4: Creating a Ledger

To create a new ledger:

1. Click the ➕ Add button in the top-right

2. Fill out the form:

   • Ledger

   • Purchase

   • Sales

If you want to create a Ledger for Office Equipment, here's how you should do

Example

• Ledger: Office Equipment

• Purchase: 601300

• Sales: (leave blank)

• Toggle Active to make the ledger immediately usable

Or for Training Income

Example

• Ledger: Training Income

• Purchase: (leave blank)

• Sales: 707100

Click Save to confirm the entry.

Step 5: Editing or Deactivating a Ledger

To update or deactivate a ledger:

1. Select the ledger from the list

2. Edit the Ledger, Purchase, or Sales fields as needed

3. Toggle the Active switch to disable it, if it’s no longer in use

4. Click Save to apply changes

Deactivating a ledger helps you keep your list relevant and prevents outdated options from being used.

Step 6: Using Ledgers in Transactions

Ledgers are referenced automatically in:

• Sales workflows: such as customer invoices, credit notes, and revenue reporting

• Purchase workflows: such as supplier bills and internal procurement

• Manual journals: for accounting adjustments and allocations

Using ledgers correctly ensures:

• Proper classification of revenues and expenses

• Financial reports that align with accounting policies

• Full traceability of transactions for audits or reconciliations

You’ve Now Successfully:

• Accessed the Ledger management panel

• Created ledgers with clear Sales and Purchase mappings

• Edited or deactivated outdated ledgers

• Linked ledgers into your finance workflows