Ledgers are accounting books or records that systematically track and summarise financial transactions of a business. Ledgers ensure the accuracy and integrity of a company's financial records and facilitate analysis, decision-making, and compliance with regulatory requirements.

In Ventrata, ledger entries are created based on bookings in the Bookings table. Each time a transaction is made in any of the bookings, a new ledger entry is created by the system. Access Ledgers from the Transactions tab in the navigation.

For the Ledger system to work properly, create ledger codes, alphanumeric identifiers used in accounting to categorise transactions and financial activities.

Ledgers

Default Columns

Description - a description of the ledger entry; consists of the product name, option and tier in case of products
Sale Type - indicates the type of sale that triggered a transaction, either during booking or as an update to a booking

Sales Type	Description
Standalone	purchase of tickets for a standalone product
Package	purchase of tickets for a package product
Option	purchase of tickets for an option of a product
Item Purchase	purchase of an item, such as snacks or souvenirs that can be purchased separately from a booking
Gift Voucher	purchase of a gift voucher
Extra Upgrade	purchase of an extra as part of a booking
Manual Entry	an entry in the ledger table was made by using the + New Ledger button in the action bar

Date - the day and date the entry was made
Deferred - indicates whether the transaction from a booking can be recognised as revenue, typically based on the travel date

Deferred revenue ( Deferred: YES ) means that the travel date has not yet occurred and any income from this booking cannot be recognised as revenue yet. Undeferred revenue ( Deferred: NO ) means that the travel date has passed and the booking is marked either 'Redeemed' or 'No-show' and any income from the booking can be recognised as revenue.

Price - the price per ticket
Quantity - the number of tickets purchased

A positive number indicates that an entry with a certain quantity has been added to the ledger. When moving an entry from the deferred to the undeferred state, an identical line to the deferred line is added with negative quantity and total to balance the ledger account. This is done to keep track of all movement in the ledger table.

Total - the total price of the booking
Cashflow Total - shows the total amount of monies exchanged in the transaction
Balance Total - shows the balance of the transaction

Columns can be easily filtered by pressing the arrow next to the column title.

Actions

The action bar between the navigation bar and the ledgers table enables you to perform a number of additional functions.



Search bar - filter the ledger table using any parameter from the available columns, see Generate Report below
Keep Filter - when using search, tick the checkbox to make the column filters available
Saved Searches - press Saved Searches> Save Current Search to save your current search parameters and filtered columns, or Saved Searches > Manage Searches to edit or delete existing searches

To learn more about saved searches, read our article Working with Saved Searches.

+ New Ledger - create a manual ledger entry
Reset All Filters - appears when a filter was used; press to reset filters to their default states
Bulk Actions - select one or multiple entries and press to apply an action on your selection; options include

Bulk Action	Description
Summary Report	generate a summary of the transaction divided into ledger accounts based on your ledger code rules; you can download the report in xlsx format and subsequently upload it to your ERP system
Recreate Ledgers	when ledger rules are changed, selected entries are re-created with the new ledger codes
	WARNING: Once live, please contact your Customer Success Specialist before re-creating ledger codes.

Show Columns - press to add new columns, or remove existing ones from your current view

The list of columns which can be added is listed at the end of this article, under Generate Report.

Export - export the ledgers table in CSV, Excel or SQL format
Generate Report - create charts and reports to analyse data from the ledgers table

To learn more about reports, read our article Working with Charts and Reports.

'Show' Variable	Description
Quantity	the number of tickets purchased
PAX	the number of passengers regardless of ticket type (tier)
Net PAX	the number of tickets
Net PAX Total	the number of tickets multiplied by the number of ledger entries with the same number
Revenue	the amount of earnings from the sale of a single ticket
Revenue Total	the amount of earning from the sale of a booking
Gross Revenue	the amount of earnings before any deductions from the sale of a single ticket
Gross Revenue Total	the amount of earnings before any deductions from the sale of a booking
Cashflow Total	shows the total amount of monies exchanged in the transaction
Receivable	the amount that you make from the sale or owe for the sale of a single ticket; a positive amount means that a reseller owes you and a negative amount means that you are meant to pay the reseller
Receivable Total	the amount that you make from the sale or owe for the sale of a booking; a positive amount means that a reseller owes you and a negative amount means that you are meant to pay the reseller
Discount	if a promotion was applied, the value of the discount shown per ticket
Discount Total	if a promotion was applied, the value of the discount shown for the booking
Adjustment	the amount by which the total of a ticket was changed
Adjustment Total	the amount by which the total of an order was changed
Commission	the reseller's cut from the sale of a single ticket
Commission Total	the reseller's cut from making a booking
Commission Adjustment	the amount by which the reseller's commission is affected after a price adjustment was applied, the value is shown per ticket
Commission Adjustment Total	the amount by which the reseller's commission is affected after a price adjustment was applied, the value is shown per booking
Price	the price per ticket
Total	the total price of a booking
Commission	the reseller's cut from the sale of a single ticket; you pay commission to a reseller for selling your products
Commission Total	the reseller's cut from making a booking; you pay commission to a reseller for selling your products
Wholesale	the set price of a product; resellers buy your product at a set price (wholesale), and you are contractually bound to keep the price unchanged for a certain length of time; the value is shown per ticket
Wholesale Total	the set price of a product; resellers buy your product at a set price (wholesale), and you are contractually bound to keep the price unchanged for a certain length of time; the value is shown per booking
Cost	the amount of costs associated with a booking (for example, the purchase of 3rd party products), the value is shown per ticket
Cost Total	the amount of costs associated with a booking (for example, the purchase of 3rd party products)
Tax	the value amount of the tax percentage out of the total paid by the customer, the value is shown per ticket
Tax Total	the value amount of the tax percentage out of the total paid by the customer, the value is shown per booking
Net Tax	the value amount of the tax percentage applied to the total product price (if direct sale) or after commission is deducted from the total (if sold by a reseller); if a product which sells for $100 has 10% tax, and a reseller makes 20% commission on any sale, then net tax is $100 (total)- $20 (20% commission) = $80 -> 10% of 80 = $8 and tax 10% of $100 = $10. For direct sale net tax and tax are the same amount as there is no commission. The value is shown per ticket.
Net Tax Total	the value amount of the tax percentage applied to the total product price (if direct sale) or after commission is deducted from the total (if sold by a reseller); if a product which sells for $100 has 10% tax, and a reseller makes 20% commission on any sale, then net tax is $100 (total)- $20 (20% commission) = $80 -> 10% of 80 = $8 and tax 10% of $100 = $10. For direct sale net tax and tax are the same amount as there is no commission. The value is shown per booking.
Margin	the amount of your clean earnings per ticket; the formula is as follows: margin = total - cost - commission - payment_fees - net_tax
Margin Total	the amount of your clean earnings per booking; the formula is as follows: margin = total - cost - commission - payment_fees - net_tax
Seller Commission	the seller's cut from the sale of each ticket; you can pay commission to your sellers for selling products
Seller Commission Total	the seller's cut from a booking; you can pay commission to your sellers for selling products
Balance Total	shows the total balance of the transaction
Surcharge Total	the amount added to the total, like a booking fee
Payment Fees Total	the total amount charged for using certain payment providers
Card Total	the total amount paid by card
Cash Total	the total amount paid by cash
Other Total	the total amount paid by other means
Gift Total	the total amount paid by a gift card
Voucher Total	the total amount paid by a reseller voucher
Balance Transfer Total	the total value of balance transfers
Paid Total	the total amount paid by the customer
Refunded Total	the total amount given back to the customer, for example, because their booking was cancelled, or they paid more than the price of the booking
Disputed Total	the total amount of a credit card payment disputed by the customer

and order your results by one or more of the following variables:

Selecting more than one variable will nest your selections depending on the order they have been picked. You may rearrange the variables to suit your needs, however we recommend you select one or two to make the report relevant.

'By' Variable	Description
Description	a description of the ledger entry; consists of the product name, option and tier in case products
Destination	denotes the destination of the product
Reconciled	indicates whether payments in the transaction are matching
Deferred	indicates whether the transaction from a booking can be recognised as revenue, typically based on the travel date, see Default Columns above for more details
Redeemed	tickets in the booking have been used
No-Show	the customer did not show up for the tour
Upgraded	the original booking was changed
Reseller	name of the reseller who made the sale
Reseller Reference	name of registry to register orders in an external system in real time
Reseller Code	code assigned to a reseller
Reseller Destination	destination to which a reseller is assigned to
Reseller Manager	name of the person assigned to a reseller
Reseller Band	name of the reseller band a reseller is assigned to
Reseller Channel	name of the channel a reseller is assigned to
Reseller Billing Account Code	custom code used for ERP integrations like SAP
Reseller Billing Customer Code	custom code used for ERP integrations like SAP
Reseller Billing City	city where the reseller resides used for billing and invoicing purposes
Reseller Billing Address	full address of the reseller for billing and invoicing purposes
Reseller Invoice Date Field	specifies whether a reseller is invoiced on the travel, booking or redemption date
Reseller Tags	tags assigned to a reseller; used for filtering
Reseller Tax Registered	indicates whether a reseller is tax registered; if a reseller is tax registered, net tax is calculated using the wholesale price (net tax = tax on wholesale); if a reseller is not registered, net tax is calculated using the retail price (net tax = tax on retail)
Reseller Allow Top-ups	indicates whether a reseller is allowed to receive credit top-up; credit is used when a reseller, usually a concierge, accepts cash payments instead of using the payment gateway, which can be a liability for the operation
Extra	the name of the product extra
Unit	the name of the unit set up on the product
Unit Tier	the name of the assigned tier to the unit
Option	variant of the product (for example, 24-hour tour, 48-hour tour)
Product	name of your product
Product Destination	destination associated with the product
Product Operator	name of the product operator
Product Code	custom code of the product
Product Billing Account Code	custom code for reporting purposes
Product Tags	custom tags assigned to a product, used for filtering
Package Product	product consisting of more than one include (product)
Package Product Tags	custom code assigned to a package
Package Option	name of an option in a package
Promotion	discount assigned to the sale of a booking
Promotion Code	custom code assigned to a promotion
Promotion Tags	custom tags assigned to a promotion, used for filtering
Order	8-character alphanumeric string located in the top right corner on the booking level
Order Source	name of the source where the sale was made from
Order Channel	the channel of the sale was made on (Terminal, Web Checkout, Backoffice, Direct API, Concierge, Sales Kiosk, custom channels)
Order Supplier FX	the conversion rate against the supplier's currency
Order Shift Seller	name of the seller selling through a terminal, who started the shift
Order Shift Location	name of the terminal location
Order Shift Seller Billing Account Code	code assigned to a seller for billing purposes
Order Direct	indicates whether sales where made by your sellers, from your website or kiosk; indirect sales are made by resellers, both concierge or via API
Order Imported	indicates whether a booking was imported
Order Registry Data	a reference assigned to the order from an external system

'By' Variable	Description
Order Customer	customer full name
Order Customer Salutation	how the customer wishes to be addressed, for example, Mr., Mrs. or Ms.
Order Customer First Name	customer's first name
Order Customer Last Name	customer's last name
Order Customer Company	customer's company
Order Customer Department	the department in which the customer works at their company
Order Customer Title	customer's work title at their company
Order Customer Email	customer's email address
Order Customer Mobile	customer's phone number
Order Customer Age	customer's age
Order Customer Language	customer's preferred language
Order Customer Country	customer's country of residence
Order Customer Address	customer's address (street name and number)
Order Customer City	customer's address (city)
Order Customer State	customer's address (state)
Order Customer Postal Code	customer's address (postal code)
Order Customer Notes	customer notes included at checkout
Order Customer Tax ID	customer's tax identification number
Order Customer Tax Office	tax office to which the customer belongs
Order Customer Marketing	indicates whether the customer subscribed to receive marketing communication
Local Date	the date of the location of the product
Local Sale Date	the booking date based on the location of the product
Local Sale Time	the booking time based on the location of the product
Sale Date	the booking date based on the time zone of the dashboard account
Sale Time	the booking time based on the time zone of the dashboard account
Sale Type	indicates the type of sale that triggered a transaction either during booking or as an update to a booking
Redemption Date	the date when the booking was redeemed
Redemption Time	the time when the booking was redeemed
Ledger Code	the name or code of the assigned ledger code
Ledger Code Account Type	the type of account as selected during the creation of the ledger code
Ledger Code Description	the description of the ledger code as entered during the creation of the ledger code
Public Notes	notes on a booking that can be viewed by everyone
Private Notes	notes on a booking made on the backend; these are not viewable by the concierge or the customer
Booking	the reference number of the booking
Booking Fare	the name of the fare applied to the booking
Quantity	the number of tickets purchased
Card Total	the total amount paid by card
Cash Total	the total amount paid by cash
Other Total	the total amount paid by other means
Gift Total	the total amount paid by a gift card
Voucher Total	the total amount paid by a reseller voucher
Test	indicates whether the entry is made based on a test booking
Currency	currency used to sell a product
Travel Date	the date when the tour takes place
Travel Time	the time when the tour takes place

NEXT: How to Use Ledgers

Updated on: 07/05/2024