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Ledger
The Ledger books every change to your gold exactly once. Not "roughly", not "most of it". If your gold went up by 12 silver because you looted a rat, there's a booking for that.
Every booking lands in one of these:
| Category | What ends up here |
|---|---|
| Auction house | Sales, purchases, deposits, and the refund when you're outbid |
| Vendor | Buying from and selling to merchants |
| Repair | Repair bills |
| Quest | Quest rewards (and the rare quest that costs gold) |
| Loot | Gold looted from mobs, chests and containers |
| Crafting | Crafting order commissions, and the fees when you place an order |
| Gold from other players' mail, sending gold to others, postage, cash on delivery | |
| Other | Flight paths, trades, trainers, transmog, the barber, item upgrades, the guild bank, and anything the Ledger couldn't place |
"Other" bookings carry a label (Taxi, Trade, Trainer and so on), so you can still tell a flight from a haircut.
When a booking can't be explained, it goes to Other with a note saying what was open at that moment. If you see a lot of those, I'd like to know about it (Reporting bugs).
Sending 50k from your main to an alt isn't income for the alt and it isn't an expense for the main. It's booked as Transfer, which is neutral and stays out of income, expenses and net income. (The cash flow diagram in Insights does show gold going into the warband bank, because that's where it went.) The same goes for deposits into and withdrawals from the warband bank, and for mail between your own characters. The postage on that mail is still a real expense, so it's booked under Mail.
A character counts as "yours" once you've logged into it with Goblinomics installed.
Auction house sales arrive by mail, so the mailbox is where most of the sorting happens. Sell a stack of Bismuth on the AH, and when you take the gold out of the mailbox it's booked under Auction house (with the item and quantity), not Mail. This works with "open all" as well. Outbid refunds are recognised the same way, and a crafting order commission that arrives by mail goes to Crafting.
A sale is booked when you collect the gold, not when the auction sells. Until you visit the mailbox the money isn't in your pocket, and the Ledger follows your pocket.
Everything else from other players lands under Mail, unless a mail rule says otherwise. Rules live in Settings > Ledger. Each rule looks at the subject or the sender, uses a simple pattern (* for any text, ? for one character, not case sensitive; there's also a Lua pattern mode for people who enjoy that sort of thing), and gives matching mail a category and a tag. A typical one: subject *boost*, category Other, tag Boosting. The first matching rule wins.
After a trade that involved gold, a small popup asks what it was. Pick a category, add a tag if you like, and tick "Remember for this trade partner" if you do business with that player regularly. Next time the popup is already filled in. If you ignore it, the booking stays as Other / Trade. The popup waits until you're out of combat.
Remembered partners are listed in Settings > Ledger, where you can remove them again.
The table shows every booking with time, character, category, tag, item, quantity and amount. You can filter by period, character, category and tag, search for an item, tag or note, and group everything by day, item, category or character. Income, expenses and net for whatever you've filtered are at the top.
Separately from the bookings, the Ledger keeps a log of your auction house activity: what you posted, sold and bought, and what expired or got cancelled. From that it works out a sale rate (sold auctions out of all that finished), average sale prices, and how much you lost in deposits on auctions that didn't sell. The Auction house card on the dashboard shows the short version.
Single bookings are kept for 90 days. After that they're folded into daily totals per character, category and tag, so the charts and totals don't change, you just can't see the individual rat anymore. The auction house log keeps 180 days.