Overview
The General Ledger (GL) in Sharper MMS is a complete record of every financial transaction that has occurred in the system. Each entry records the account affected, the amount, whether it is a debit or credit, and the source document (invoice, payment, refund, journal entry, etc.). The GL is the backbone of your financial reporting and reconciliation.
What Generates GL Entries
Sharper automatically creates general ledger entries for the following events:
Invoice generation — Revenue is posted to the assigned income account (or deferred liability account if deferred income is enabled).
Payment received — Cash or receivable accounts are updated.
Credit memo applied — Reduces the customer's balance and posts to the appropriate account.
Refund issued — Reverses the original payment entry.
Journal entry posted — Manual or system-generated entries (e.g., bounced check reversals, deferred income recognition).
Deferred income recognition — On the configured schedule, revenue moves automatically from the deferred liability account to the income account.
Viewing the General Ledger
Navigate to Accounting → General Ledger (location may vary by configuration).
Use the available filters to narrow results by:
Date range
Account
Document type (invoice, payment, journal, etc.)
Customer
Review the debit and credit columns to understand the flow of funds.
Using the GL for Reconciliation
The GL is your primary tool for reconciling Sharper's records against your external accounting system (QuickBooks or Sage Intacct).
Reconciliation Best Practices
Reconcile monthly — Compare Sharper's GL balances to your accounting system account balances at month end.
Use Sharper as the source of truth — All accounts receivable entries (reservations, invoices, payments, credits) must originate in Sharper. Edits made directly in QuickBooks without syncing back to Sharper will cause discrepancies.
Check deferred income accounts — Deferred revenue balances should match between Sharper's ledger and your accounting system's liability account.
Document manual adjustments — Any one-sided journal entries or manual corrections should be noted with dates and reasons for audit trail purposes.
Common Reconciliation Issues
Symptom | Likely Cause |
Balances don't tie out between Sharper and QB | Missing or incorrect deferred income schedules; manual QB entries not reflected in Sharper. |
Deferred revenue not moving to income | Check-in/check-out not completed properly; incorrect account mapping on product or reservation. |
Duplicate entries in GL | Duplicate invoices or payments; external automation tasks running more than once. |
One-sided entries | Credit memo applied to invoice without deferred schedule; manual correction needed via journal entry. |
Exporting the General Ledger
Sharper supports exporting GL data to external accounting systems. The export type (QuickBooks, Sage, or other) is configured as part of the accounting integration setup.
Navigate to Accounting → Accounting Integration or the export function.
Select the export type and date range.
Run the export.
NOTE: For QuickBooks Online, GL journals are synced automatically on a configured schedule. For QuickBooks Desktop, sync is initiated manually via the Web Connector. For Sage Intacct, journal exports are managed through the Sage integration settings.