Generating Ledger Files

A ledger file can be created for each batch, via the Batch Record, once the batch is closed. If desired, staff can also create a mass ledger file for all batches in a fiscal period.

The documentation below describes how to create and download ledger files from the Batch Record and from the Fiscal Period.

Note: Clients using QuickBooks Online will see the option to export ledger data directly to QuickBooks . Such users will see the QB Connect button in addition to Post Batch instead of the option to email the ledger to a specified email address.

Creating Ledgers from the Batch Record

The ledger can be generated via Batch Record once the batch is closed.

From the closed:

  1. On the Overview tab, click Create Ledger.
    You should receive an email notification when the ledger creation process starts and when it is complete.

  2. Once ledger creation is complete, refresh the page. The Post Batch button will appear.

  3. Click Post Batch.

  4. Once the batch is posted, refresh the Batch Record. Options to access the ledger will appear.

  5. Click Ledger (Detail) or Ledger (Summary). Depending on the accounting system configured in your instance of re:Members AMS, one or both options may appear.

  6. A pop-up will appear, indicating that the ledger will be emailed to the address indicated. Ensure the correct email address is entered and click Schedule Process.

  7. Check the email account indicated in step 6, above, to view the ledger file.

Creating Mass Ledger Files

The ledgers for all batches in a fiscal period can be auto-generated into one mass ledger file from the Fiscal Period.

Once all batches in the Fiscal Period are closed:

  1. Navigate to the Fiscal Period > Batches tab.
  2. Once batches are reviewed and closed, click the Ledger Export menu option.
    TIP: If you plan to generate a mass ledger, do not post batches. Batches are automatically posted once the mass ledger process is run.

Closed batches appear in the ledger export list. If the batch(es) are not yet posted, they will be auto-selected in the Select column. Batches that contain no transactions are not selectable.

An image of the Fiscal Period, highlighting the option to select multiple batches to create a mass ledger.

  1. Select each batch to include in the mass ledger file .

  2. Click Ledger (Details) or Ledger (Summary) to download the ledger. The Email Ledger window will appear.

  3. In the Email Ledger window, verify the email address and click Schedule Process.

Note: Typically, accountants do not export mass ledgers to their accounting software. However QuickBooks Online customers will see a Connect button allowing quick export of the ledger to QuickBooks Online.