The Ledger page gives you a complete summary of all AR activity for the current period — every payment received, credit issued, adjustment posted, and charge assessed — organized into a single view. You typically review this summary at the end of each month before posting a journal entry to your accounting software. It confirms that the activity recorded in CRO Billing is complete and that your ending AR balance is accurate.
You do not need an accounting background to review the Ledger. If the numbers look different from what you expect, this guide will help you find what to look for.
Steps
1. Go to Ledger. Click Ledger in the left sidebar. The page loads with the Journal Summary panel on the left and a detail panel on the right.
📸 Screenshot suggestion: The full Ledger page showing the left Journal Summary panel with all line items visible and the right panel empty, as it appears before any line item is selected.
2. Review the Journal Summary from top to bottom. The left panel lists every category of AR activity for the period. Reading from top to bottom, it shows how your AR balance moved from the start of the period to the end. Key lines to review:
Previous Balance — Your AR balance carried forward from the prior period. This should match last month's closing balance.
New Balance — Your AR balance at the end of this period. This is the figure your accounting software should show for AR after you post the period's journal entry.
Discrepancy — This line should always be zero. A non-zero discrepancy means something in the period's activity is not accounted for and needs investigation before you close.
📸 Screenshot suggestion: The Journal Summary left panel with the Previous Balance line at the top, the activity lines in the middle, and the Discrepancy and New Balance lines at the bottom clearly visible.
3. Check the Discrepancy line. If the Discrepancy line shows a non-zero amount, stop and do not proceed. This indicates a gap between what CRO Billing has recorded and what the summary expects. Contact your administrator or accountant to identify and resolve the discrepancy before closing the period.
⚠️ Warning: Do not post a journal entry to your accounting software if the Discrepancy line is not zero. Posting an unresolved discrepancy will carry the error into your GL and make it harder to find later.
4. Compare to the prior period. For any line item that looks unexpected, click on it in the left panel. The right panel shows the individual transactions behind that number, with two columns of figures—current period and prior period. Use this comparison to spot anything that is significantly higher or lower than last month.
📸 Screenshot suggestion: The right detail panel after clicking a line item such as Cash Receipts, showing the transaction table with current period and prior period columns visible.
5. Drill into any line item that needs verification. Click any line item in the left panel to see the individual transactions that make it up. The total of those transactions will always match the figure shown in the summary. Use this to verify a specific number or to find what is driving an unexpected amount.
For example:
Click Cash Receipts to see every payment applied during the period
Click Credit Memos to see every credit issued
Click Processing Fees to see individual transaction-level fees
Click Bad Debt Adjustments to see every write-off posted
6. Confirm the New Balance. Once you have reviewed the summary and drilled into any lines that needed verification, confirm the New Balance at the bottom of the left panel. This is the AR balance you will carry into the next period and the figure your accounting software should reflect after posting.
If Something Does Not Look Right
The Previous Balance does not match last month's closing balance. This may mean a prior-period transaction was added or modified after the period was closed. Contact your administrator before proceeding.
A line item is significantly higher or lower than expected. Click the line item to drill into the detail. Review the individual transactions for anything that appears out of place — a duplicate, an unusually large amount, or a transaction from the wrong customer.
The New Balance does not match what your accounting software shows. First confirm the Discrepancy line is zero. If it is, the difference may be from a prior period that was not posted correctly. Compare the Previous Balance on the Ledger to your accounting software's opening AR balance for the period. If those two figures differ, the gap started before this period.
💡 Note: The Ledger is a read-only view. Nothing you do here changes any transactions. If you find an error, you need to correct it in the section where the original transaction was recorded—Receivables, Adjustments, Credit Memos, and so on.