The GL organizes these transactions by account (categories like "Rental Income," "Owner Payments," "Cleaning Expenses") so you can see exactly where your money is coming from and where it's going.
What Accounts Will I See in the General Ledger?
The GL is organized by your Chart of Accounts imported from your bank or from the DoorSpot Chart of Accounts.
General Ledger vs. Unit Ledger: What's the Difference?
You may also see a Unit Ledger in DoorSpot. Here's how they differ:
Feature | General Ledger | Unit Ledger |
Scope | Entire business | Single unit/property |
Purpose | Overall financial picture | Unit-level profitability |
Shows | All accounts, all transactions | Income, expenses, and payables for one unit |
Used for | Tax prep, financial statements, reconciliation | Owner reporting, unit profitability analysis |
Who uses it | Operators, accountants | Operators, property owners |
HOW TO USE THE GENERAL LEDGER IN DOORSPOT
Navigation Path:
Bookkeeping → General Ledger
When you first open the General Ledger, you'll see all accounts and their transactions. This can be a lot of information, so most users immediately filter to a specific account.
Editing Line Items
You can modify individual transactions in the General Ledger using the Actions column.
⚠️ Critical Warning: GL Modifications vs. Source Records
This is the most important thing to understand about editing the General Ledger:
Any item modified in the General Ledger will NOT modify records on other pages.
What This Means
When you edit or delete a line item in the GL:
❌ The original invoice is NOT changed
❌ The original payment record is NOT changed
❌ The original payable is NOT changed
❌ Imported bank records are NOT changed
The GL modification only affects how the transaction appears in your financial reports.
The General Ledger is a reporting tool, not the source of truth for individual transactions.
Think of it like this:
Invoices, payments, and payables are the original documents—the receipts, contracts, and records of what actually happened
The General Ledger is a summary of those documents for financial reporting
When you modify the GL, you're adjusting the summary without changing the original documents.
How to Edit a Line Item
Find the transaction you want to modify
Select Edit
Make your changes (account, amount, description, date)
Save your changes
How to Delete (Trash) a Line Item
Find the transaction you want to remove
Select Trash or Delete
Confirm the deletion
When Should I Modify the GL?
GL modifications are intended for bookkeeping and reporting purposes, such as:
Reclassification:
An expense was recorded to the wrong account. Your accountant needs to move it to the correct category for accurate reporting.
Example: A $200 cleaning charge was accidentally recorded as "Maintenance." You reclassify it to "Cleaning Expense" in the GL.
Adjusting Entries:
Your accountant needs to make end-of-period adjustments for accruals, depreciation, or other accounting requirements.
Example: Recording depreciation on furniture at year-end.
Tax Preparation:
Adjustments needed to align your books with tax reporting requirements.
Example: Reclassifying certain expenses to match IRS categories.
Best Practices for General Ledger Management
1. Review Regularly
Weekly: Quick scan for unusual entries or errors
Monthly: Full review, reconcile with bank statements
Quarterly: Prepare reports, analyze trends
Annually: Full audit, tax preparation
2. Understand Before You Edit
Before modifying any GL entry, ask yourself:
Should I be changing the source record (invoice, payment, payable) instead?
Will this modification cause my records to be out of sync?
Should I consult my accountant first?
3. Document Your Changes
If you modify GL entries, keep notes on:
What you changed
Why you changed it
When you changed it
Who approved the change (if applicable)
4. Work with Your Accountant
Your accountant knows your business's specific reporting needs. Before making adjusting entries or reclassifications:
Discuss what needs to be changed
Confirm the correct accounts to use
Ask if changes should be made in the GL or source records
5. Reconcile Monthly
Compare your GL balances to:
Bank statements
External accounting software (if used)
Expected balances based on invoices and payments
Discrepancies caught early are easier to fix.