To support exporting Purchase Orders, we have introduced the concept of debit ledgers, enabling Rentman to distinguish between incoming and outgoing financial transactions and correctly prepare them for your accounting workflows.

Why debit ledgers are needed

In the past, Rentman used a single type of ledger account for all financial transactions. 

These ledgers, including the default values, and any ledgers created in the Configuration module (picture below with an old overview) were commonly used to register incoming funds such as rental and sales revenue. 

From an accounting perspective, these ledgers were therefore often treated as credit ledgers, even though Rentman did not explicitly distinguish between debit and credit ledger types. 

Purchase Orders, however, represent expected costs - funds going out of the business to external suppliers. To accurately record and export these outgoing transactions to accounting software, we now support a separate debit ledger type alongside the existing ledger setup.

How debit ledgers work

With debit ledger support enabled, you can:

• Assign debit and credit ledgers separately to items that impact your financials, such as equipment, crew functions, transport, and additional costs. 
• Set up default debit ledger accounts for common cost categories alongside the existing default credit accounts. 
• Ensure outgoing costs (Purchase Orders) are properly classified in your bookkeeping exports.

Option 1: Adding your ledger accounts manually

Adding your own ledger accounts is useful if you wish to differentiate between different sources of income. You can add as many ledger accounts as you want, depending on how you want to differentiate. Read more about it here.

Option 2: Linking your existing ledgers with your accounting software

Linking ledgers means matching the ledgers you already have in Rentman with the corresponding ledgers in your accounting software. During this process, you effectively “pair” each Rentman ledger with its accounting counterpart, ensuring that transactions are exported to the correct place. 

This is useful if you’ve already set up ledgers in Rentman and want to connect them without importing new ones.

Option 3: Adding ledgers from accounting software automatically

Instead of manually creating ledgers in Rentman and linking them afterward, you can import your ledgers directly from your accounting software. 

When you do this, the ledgers are automatically added to Rentman and are already linked to their corresponding accounting ledgers. This saves time, reduces setup effort, and helps ensure your financial data stays consistent between systems.

QuickBooks consideration

QuickBooks treats debit and credit ledger accounts as a single account type rather than separate debit vs. credit accounts. When your Rentman workspace is connected to QuickBooks, Rentman automatically switches to one ledger mode to match this behavior:

• All rentman ledger accounts function as both debit and credit.
• You can not select separate debit or credit types when creating or assigning ledgers.

Rentman will display a warning before enabling this mode for QuickBooks, as debit ledgers created in Rentman will be removed to match QuickBooks’ unified ledger structure.

Next steps before exporting your POs

1. Review your current ledger configuration in the Manage Ledger Accounts article. 
2. Create or update debit ledgers for your cost categories as needed.
3. Link or import your ledger accounts into Rentman from your accounting software to ensure smooth export workflows.

FAQs