Using Post Batches

The Post Batches option allows users to post selected batches of transactions to the general ledger in one step. Batches can be generated from numerous sources (for example, a batch can be comprised of purchase orders or invoices), with each batch representing an input session containing one or more transactions. When transactions are posted together in batches, the account balances reported in the trial balance, income statement, balance sheet, and budget reports are updated.

Within the Batch Post field of the Account setup, accounts which have been designated to batch post will be posted in summary. Summary posting will post a total dollar amount for each journal entry type every time a selected batch of transactions is posted. A detailed record of the batch post will also be retained in a separate file for later reference.

If the transaction type is CG (Cost of Goods Sold), or if the Batch Post setting for the account is set to Y (Y=yes), the transactions will always post in summary.

You may post batches manually using the post batches process or you may choose to have this process triggered automatically during the Close End of Day procedure.

1. When you first enter into the Post Batches option, a Unposted Accounting Batches table will display with all of the unposted batches of transactions. You can selectively print, and then delete or post individual batches by scrolling to the appropriate batch and pressing Enter to select. An asterisk(*) will appear, indicating that the transaction(s) has been selected to post.

Repeat this process to include any other batch. Or, press F9 to tag all transactions listed in the window. When you have selected the batches you wish to delete, press F10 to exit the window.

2. The message line then displays "Print Tagged Batches? No/Yes".

• Select yes to print a batch control report of the associated transactions or choose from a set of other print options.
• Select no and the batches will not print. Command options will appear:
• Post – Select Post to post the selected transactions to the general ledger.
• Delete – Select Delete to delete this batch from the system.
• Exit – Select Exit to return to list of batches available for posting.

There are many abbreviations that are used in the Batch Posting windows. These include:

General Ledger (GL) Transactions:

• JE – Journal entries
• AJ – Lot adjustments (journal entry subclass)
• PO – Purchase order add-on costs (journal entry subclass)
• TF – Inventory transfer (journal entry subclass)
• CD – Miscellaneous cash disbursements
• MR – Miscellaneous cash receipts

Accounts Payable (AP) Transactions:

• CK – Checks
• VO – Vouchers
• PO – Purchase orders or Vendor advances
• AD – Voucher adjustment

Accounts Receivable (AR) Transactions:

• IN – Invoices
• CM – Credit memos
• DM – Debit memos
• CR – Credit orders
• FC – Finance charges
• CA – Cash applications
• CG – Cost of Goods Sold

Note: Journal entries will always post, even if the credit and debit amounts are to the same account. 

Security Required : Ledger - Post Batches