Financial Accounting Reports can be generated in MS Access easily. Ledger is one of the financial reports through which accounting transactions are shown in a particular account, during a given period of time.
A ledger contains eight columns as follows:
| Dr. |
Ledger Account |
Cr. |
| Date |
Particulars |
JF |
Amt. |
Date(Rs.) |
Particulars |
JF |
Amt.(Rs.) |
For creating a ledger in MS Access it is necessary to retrieve a set of processed data recordes each of which provide information code (Account Number), Name of Account, Particulars, Date Debit Balance and Credit Balance with reference to each particular account.
For creating Ledger in MS Access we have to take the following steps: First of all, we will select the Design View method to generate a Ledger as follows:
1. Select Reports from the object list in Database window.
2. Click at New Button. This displays the New Report Windows.
3. Select Design view and Query L from combo control.
4. Click OK,
Now, the Access will display a blank report which will be there in three sections as Page header, Detail, and Page Footer. The above blank report will be displayed horizontally. Now it will show a list of available fields of Query L for embedding on to this blank design report.
5. Now it’s time to Click at properties of report and select data tab to define the record sources as Query L. This gives a list of available fields of Query L.
6. Now page header and footer will be choose by clicking at the part of report design. As we click, access will provide two more sections ie. Page header and Page footer.
7. Now we will describe the specifications by clicking at the icon of toolbar and pick up a label control to be placed at Page Header section and assign set it caption property to (Account name), Font size to 12. Font colour to Back, Text align to left and Font weight to Bold.
8. Select all the fields of Query L by clicking at every field while keeping the Ctrl key pressed. Drag and Drop the selected field on Details Section.
9. Select the label control of all the six fields by clicking at each while keeping the shift key pressed. Right click at select label control and choose Cut. Place the mouse at Page Header Section and paste these Control.
10. Choose the properties provided by Access.
11. Align the test controls in Detail section.
12. Select the text controls and Amount field and modify their properties.
The above mentioned is the simple procedure through which we can create Ledger in MS Access.
