> ## Documentation Index
> Fetch the complete documentation index at: https://docs.aimventory.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Ledger

> A simple running record of money in and out that does not come from a normal storefront sale — expenses, one-off income, write-downs, notes, and sales you key in by hand.

A simple running record of money in and out that does not come from a normal storefront sale — expenses, one-off income, write-downs, notes, and sales you key in by hand.

**Where to find it:** [Open Ledger in AIM](https://aimventory.com/journal-entries) — you will be asked to sign in first.

## What you can do here

* See your income, expenses, and the net (the difference) at a glance for the period
* Add an expense (rent, supplies, shipping) or non-sale income (a rebate, a refund you received)
* Record a sale by hand when it did not come through your storefront — for example a cash sale in the shop
* Filter the whole page to one location, or leave it on all locations

## Buttons, fields, and controls

| Control            | Where               | What it does                                                                  | When to use it                                                                               |
| ------------------ | ------------------- | ----------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------- |
| Location           | Ledger filters      | Limits ledger entries and sales to one location.                              | Use it for location-specific accounting review.                                              |
| Record manual sale | Ledger actions      | Starts a manual sale entry outside the normal marketplace or retail flow.     | Use it when a sale needs to be represented in the ledger but was not captured automatically. |
| New journal entry  | Ledger actions      | Opens a form for expense, income, adjustment, or memo entries.                | Use it for accounting events that are not inventory sales.                                   |
| Entry type         | Journal entry form  | Sets whether the entry is an expense, income, adjustment/write-down, or memo. | Use it so the ledger treats the entry correctly.                                             |
| Edit entry         | Journal row actions | Reopens a journal entry for correction.                                       | Use it when amount, date, category, notes, or location need fixing.                          |
| More actions       | Journal row actions | Opens additional entry actions such as delete.                                | Use it when an entry needs row-level maintenance.                                            |
| Save entry         | Journal entry form  | Creates or updates the ledger entry.                                          | Use it after confirming the entry type, amount, date, and notes.                             |

## How to: Add an expense or other money note

1. Click "New journal entry".
2. Pick the Type: Expense (money out), Income (money in that is not a sale), Adjustment (a write-down or correction), or Memo (just a note, no money effect).
3. Set the date, type a short Category so you can group it later (like "rent" or "shipping"), and enter the amount.
4. Amount is always entered as a positive number — the type you picked decides whether it counts as money in or out.
5. Add a memo if you want a reminder of what it was for, then click "Create entry".

<Tip title="Real-world example">
  Paid \$1,200 store rent on the 1st: Type = Expense, Category = "rent", Amount = 1200, Memo = "March rent". It shows up under Expense and lowers your Net.
</Tip>

## How to: Record a sale that did not go through your store

1. Click "Record manual sale".
2. Enter what sold, the price, and (if you can) link it to the actual pair in your inventory so profit is calculated.
3. Save — it appears under "Manual sales" here and also in your itemized Retail Sales.

<Tip title="Real-world example">
  A walk-in buys a pair of Dunk Low Panda for \$130 cash. Record it as a manual sale, linked to that pair, so the system knows your cost and can show your profit.
</Tip>

## How to: Fix or remove an entry

1. Find the entry in the "Journal entries" table.
2. Click the pencil icon to edit the date, amount, category, or memo.
3. Click the trash icon to delete it — you will be asked to confirm first.

<Tip title="Real-world example">
  A shipping-supplies expense was entered as $850 instead of $85. Edit the amount to \$85 and save; use delete only if the entry was a duplicate.
</Tip>

## Good to know

* Debits and credits, in plain terms: an Expense is money leaving (a "debit" to your business), and Income is money coming in (a "credit"). You never type a minus sign here — just pick the right type.
* The four boxes at the top are running totals for the period: Income (money in), Expense (money out), Adjustment (write-downs/corrections), and Net (income minus expenses — your bottom line for these entries).
* A "manual sale" with no link to a specific pair is called a ghost sale: it records the money but cannot show profit, because the system does not know what that pair cost you.
* This ledger is only for off-storefront activity. Everyday online sales already flow in automatically and live on the Retail Sales page — you do not re-enter them here.
* Leave Location blank for a business-wide entry (like accountant fees), or set it to charge the entry to one store.

## Where to go next

* [Retail Sales (everyday store sales)](/retail/retail-sales)
* [Purchase Orders (stock coming in)](/buying/purchase-orders)