What is this page about: How to find any accounting document in the register, read its change and approval history, and trace it to the ledger entries it created.
On this page
- What the register shows
- Finding a document
- Reviewing several document types at once
- Reading its history
- Tracing to its ledger entries
- FAQ and troubleshooting
- Related articles
What the register shows
The Accounting documents register lists every document type in one place: bills, invoices, journal entries, credit entries, customer credits and more. You can filter by Entity, Type, Status, Business partner, Currency, Document date and Posting date. The Search box finds a document by its number, description, business partner name or document ID.
Two defaults to know about:
- Status shows Draft, Posted, Partially cleared and Cleared documents. Pending approval, Approved and Void documents appear once you add them to the Status filter.
- Document date is set to the current quarter.
In the Type filter and column, vendor credit notes are listed as Credit entry.
Finding a document
- Go to Accounting > Accounting documents.
- Type a document number, description, business partner name or document ID in the Search box, or use the Type, Status, Entity, Currency or date filters to narrow the list.
- To find a Void, Pending approval or Approved document, add that status to the Status filter.
- If the document is older than the current quarter, widen the Document date filter.
- Click a row to open the document.
Reviewing several document types at once
The filters combine, so you can widen the register to several document types and statuses at once for a periodic review:
- Set Document date to the range you want to review, like the last quarter.
- In the Type filter, select every type you want to review together, for example journal entries and invoices.
- In the Status filter, add Void and Pending approval so they show alongside the defaults.
- Open any row to review it.
Reading its history
Each document keeps its history in tabs. A Log tab lists changes: the date, who made the change, what changed and the value. The lifecycle timeline (created, submitted, approved, posted) sits in an Approval tab or an Activity tab, depending on the document type.
| Document type | Log tab | Lifecycle timeline |
|---|---|---|
| Bills | Yes | Approval tab |
| Credit entries | Yes | Approval tab |
| Customer credits | Yes | Activity tab |
| Invoices | Yes | Activity tab |
| Journal entries | Yes | Activity tab |
Tracing to its ledger entries
- Open the document and click its Ledger impact tab.
- Expand a line to see the debit and credit entries it created.
Bills, credit entries, customer credits, invoices and journal entries all have a Ledger impact tab. If your company uses the NetSuite integration, the bill's Ledger impact tab is empty.
You can also start from the ledger: in Accounting > Transactions, the Document ID column links each transaction back to the document that created it.
FAQ and troubleshooting
Why isn't a document showing up in the register?
Check the Status and Document date filters. Void, Pending approval and Approved documents are hidden by default, and the date filter starts at the current quarter.
Where do I see who changed a document?
Open the document's Log tab. It lists each change with the date, the person and the new value.
How do I get from a ledger transaction back to its document?
In Accounting > Transactions, click the transaction's Document ID.