A subledger is a sub-account that sits under a main (control) ledger. For example, under one "Other Receivables" ledger you can keep a separate subledger for each customer. Your trial balance still shows the single control ledger, while the subledgers track the detail.
When to use it
When you want to break a control ledger down into individual parties or people, without creating a separate ledger for each one.
Where to find it
Accounts > Subledger > Sub Ledger Master.
The fields on this screen
| Field (on screen) | What to enter | Required |
|---|---|---|
| Subledger Name | Name of the subledger, such as one staff member or one vehicle. | Yes |
| Subledger Code | Your own short code for this subledger, such as SUB-CUST-01. It is optional. | No |
| Subledger Group | The category this subledger belongs to. | Yes |
| Primary Ledger | The control account this subledger rolls into. Leave it blank and it has no account above it. | No |
Adding a record
- Check that at least one Subledger Category exists.
- Open Accounts > Subledger > Sub Ledger Master.
- Click Add / New.
- Enter the Subledger Name, choose its Group (category), and pick the Primary Ledger it belongs to.
- Click Save.
Starter subledgers
Your demo company comes with these: Customers, under Other Receivables: Acme Traders and Himalaya Distributors. Suppliers, under Advance to Suppliers: Steelco Suppliers and Pokhara Raw Materials. Employees, under Salary Payable: Ramesh Karki - Sales and Sita Sharma - Plant.
Tips and common mistakes
- If the Subledger Group dropdown is empty, add a Subledger Category first.
- Choose the Primary Ledger carefully. It is the control account the subledger adds up into.
- Do not delete a subledger that has transactions against it. It stays for the historical record.