Posting accomplishes the following tasks:
- Updates vendor accounts with the transaction information entered in batches, and updates vendor and vendor group statistics.
- Updates 1099/CPRS information for vendors who are subject to 1099/CPRS reporting (with tax information from invoices and payment totals from payments).
- Creates general ledger transaction information for the G/L accounts affected by the transactions.
Posting creates G/L batches for the transactions if the Create G/L Transactions During Posting option is selected on the A/P G/L Integration screen. If you do not use the option, the G/L transaction information is stored for later addition to a G/L batch.
- Creates transactions to realize gains or losses due to changes in exchange rates for payments that settled invoice transactions. These transactions affect the General Ledger only.
- Updates bank services with payment amounts and check numbers, if you printed and posted checks.
- Creates a posting journal for each group of batches posted at the same time.
- Updates the posting sequence numbers for each type of batch listed on the Numbering tab of the A/P Options screen.
- If you create General Ledger transactions during posting, updates the sequence numbers for the General Ledger batches on the Integration tab of the Integration screen.
- Updates the status of each batch that was posted.
Preparing to Post Batches
You take the following steps to post batches:
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Print listings of the batches you want to post.
If you use the Force Listing Of Batches option, you must print batch listings for each batch you want to post. You must also print a new listing for each batch you edit.
- Select the Ready To Post option for each batch you want to post.
Posting Invoices and Adjustments
You can post invoices and adjustments in the following ways:
- Post individual batches from the Invoice Batch List screen
- Post one or more batches in a range using the Post Batches screen. For more information, see the A/P Post Batches Screen.
Posting Payment Batches and Printing Checks
You post payment batches using the Print/Post button on the A/P Payment Batch List screen.
Print/Post is a two-stage process:
- Accounts Payable prints any checks in the batch that have not been printed using the Payment Entry screen, and,if the print run was successful, posts the check information to Bank Services.
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Once the check data has been posted to Bank Services (when you leave the Print Checks screen), the program proceeds to the payment-posting stage.
If all checks in the batch have been printed or if the payment batch did not contain any checks for printing, Print/Post skips the printing step, and proceeds directly to post the payment information to vendor accounts.
Payment posting applies all payment information to vendor accounts, and creates a Payment Posting Journal and a Check Register, which are the audit trail reports of the checks that were produced to pay vendors.
Posting Errors
If errors are found in a batch during posting, the incorrect transactions are not posted. Instead, they are placed in a new batch that uses the next available batch number.
The details of the incorrect transactions are printed in an error report which you print separately from the posting journal. If checks were printed for any of the incorrect entries, the word "Printed" appears with the transaction on the error report.
Posting Sequence Numbers
Accounts Payable assigns a posting sequence number to each transaction during posting. The same sequence number is assigned to all transactions that are posted together. Posting sequence numbers provide another way to trace posted transactions back to source documents.
Each time you post batches, Accounts Payable increases the posting sequence number by 1, and updates the posting sequence numbers that are displayed on the A/P Options screen. You can look up the current posting sequence numbers on the A/P Options screen to be sure you have up-to-date copies of posting journals and G/L Transactions reports.
Accounts Payable uses a separate numbering sequence for each type of batch (invoice, payment, and adjustment).
Posted Batches Are Automatically Deleted
When you post a batch, its contents are transferred to the vendor accounts and you can no longer edit the transactions.
You must enter adjustments or apply debit or credit notes to change any transactions you have already posted.
Delete Imported Batch Source Files After Posting
When you import and post a batch, the original file you imported still exists in the program where you created it. Imported batches are deleted automatically only from Accounts Payable.
You should also delete the batch file from the program where you created it, to avoid accidentally importing the batch twice.
If You Do Not Use Sage 300 General Ledger
If you do not use Sage 300 General Ledger—or if your Sage 300 General Ledger system is at another location—Accounts Payable creates its general ledger transactions in a file called APGLTRAN.CSV, which can be imported by a remote site Sage 300 General Ledger, or transferred to another general ledger that you use. The file is in a Comma Separated Values (CSV) format.
All general ledger transactions are placed in the same CSV file. Each time Accounts Payable creates transactions it will ask you whether you want to add to the file, or replace it.
You should always add to the CSV file using the Append option when you create G/L transactions. If you overwrite the file, you will destroy all transactions that are already in the file.
When you are ready to transfer the batch to your general ledger, copy the file to the computer or directory where your general ledger is located, and delete the original CSV file. Then make a backup copy of the CSV file.