LedgersTable of Contents
The Ledgers View is functionally the data integration center of KMyMoney. This view is for entering, examining, editing, and deleting transactions in your defined accounts. This view has had a major overhaul since the 5.1 series of KMyMoney releases. The main difference is that it is now a tabbed display, so you can have more than one account displayed at once. You can actually only see one at a time, but switching by simply clicking a different tab is significantly more convenient than having to select the other account in a dropdown.
The main display area shows zero or more tabs, each one for the ledger display on one account. The rightmost tab will always have a +. Clicking this will display a dropdown where you can select the account to view, and a new tab will be created for that account. The rest of this chapter will describe using the ledger for any single account.
The Ledgers View allows for several key actions: searching and viewing transactions; entering new transaction; and editing, duplicating, deleting, and scheduling existing transactions. Along with this it also provides the ability to move, mark, show additional details for transactions. Other functionality within the Ledgers View includes modifying and reconciling the account.
The view has three elements:
The transaction list
The filter area, which may or may not be displayed
The transaction form, which may or may not be displayed, depending upon your configuration settings as selected in the Configure KMyMoney Ledger section.
Previous versions of KMyMoney had a dropdown where you could select the account to be displayed in the ledger. This is no longer necessary, as to view another account, you just open a new tab.
The transaction list displays all the (possible filtered) transactions in the account. The following columns are always displayed:
Date. the post date, or the actual date the transaction occurred
Detail. the category/categories, other account (for transfers,) and memo for the transaction
Payment and Deposit. the amount of money either leaving or entering the account in this transaction. A value will appear in one or the other column, as appropriate.
Balance. This depends on the currently displayed sort order, and will not be calculated if the display is filtered by use of the filter box or transaction status dropdown, as described above.
The following columns are optional, and their presence can be toggled by right clicking any column header and selecting or deselecting the appropriate checkbox. Currently, the columns cannot be reordered. The width of a column can be adjusted by using the mouse to grab the line between that column header and the one to its right.
No. the transaction number, which is always optional
Entry. the Entry Date, which is the date the transaction was entered into the ledger.
Payee. the person or organization you are giving money to or receiving money from.
C. the Reconciliation Status. The value can be blank, “C” for Cleared, or “R” for Reconciled. The meaning of these terms is discussed further below.
After a transaction has been entered, it is displayed in the transaction list. You can also change transaction properties or even create new transactions directly in the list. In the transactions list, the default order of transactions is sorted by transaction date, with the most recent transaction on the bottom. Left clicking the header of the transaction list brings up a dialog box that will allow the ability to change the sort order of the transactions. For instructions on how to change the default sort order, see the Sorting tab section of the KMyMoney Settings Chapter.
Note that altering the sort order can be useful in special circumstances, but for many sort orders, especially where the transaction post date is not the first sort key, the balance column will not be very meaningful, and will almost certainly not match the balance of any statement or display by the bank or institution. To minimize confusion, in such cases, the balance column will show all values as “---” and headers which are date dependent (e.g. online balance or reconciliation) are not shown.
In previous versions of KMyMoney you needed to right-click a column header to change the sort order. Now, right-clicking allows you to toggle display of the optional columns, and you need to left-click to change the sort order.
At the bottom of the transaction list, KMyMoney displays three values:
Last reconciliation. This is the most recent date when you reconciled this account. Reconciliation is an important process for many accounts, and is described in its own chapter.
Cleared. This is the total of all cleared and reconciled transactions in this account. See this section for more information about the cleared and reconciled states of transactions.
Balance. This is where KMyMoney displays the current balance of the account, which is the sum of all transactions in the account. However, if you select more than one transaction in the transaction list, this changes to display the sum of the selected transactions. This returns to the balance when no transactions or only one transaction is selected.
In previous versions of KMyMoney, the filter area was above the transaction list, and it was always displayed. Now, when shown, it is below the list. It is normally hidden, but can be displayed by typing Ctrl+F. At the left of the filter area is a dialog close icon. Clicking this will clear any filters in place and hide the filter area.
When displayed, most of the filter area is a text entry box. Typing here will cause KMyMoney to display only transactions containing the text typed in the box. The text specified can be in any of the fields of the transaction for the displayed account. Clicking the clear text icon at the right end of the text entry box will clear any text that has been entered.
At the right of the text entry is a status filter dropdown. The default value is Any status, which does not apply any filter to the list. The Not marked and Cleared choices have been previously explained. Not reconciled includes transactions in either of the above groups. There is currently so specific filter for Reconciled transactions.
Imported selects transactions which have been imported, even if they have been matched with a non-imported transaction. Matched selects transactions which have been matched, either by KMyMoney as part of the import process or manually matched by the user. However, once you have clicked Accept on such a transaction, it will not be selected by this filter.
Erroneous selects transactions where KMyMoney has detected some problem. Most commonly, these are unbalanced transactions, which is often the case for imported transactions where a category was not assigned.
Scheduled selects upcoming Scheduled Transactions. These are displayed in the Transactions List for your convenience, but have not actually been entered into the ledger yet. When you right-click on one of them, the context menu displayed is which is not the same as displayed for regular transactions.
Whether or not the transaction form is displayed in the Ledgers View depends on your configuration settings and the type of account being displayed. If present, it includes fields for all the details of a single transaction. It is described in more detail in the following sections.
When it is displayed, the transaction form is a read-only display of the currently selected transaction. It is always at the bottom of the Transactions View, below the filter area, if that is displayed. It is separated from everything above it by a splitter bar, which can be dragged up or down to change the height of the form. If dragged to the bottom, it will hide the form, although the height of the form set that way is not persistent, and will revert to its default when KMyMoney is restarted. The splitter, like the transaction form itself, is only available when the appropriate configuration to show the form is activated.