About Posting Batches

When you post batches in Accounts Receivable, you permanently update the information stored for the customer accounts specified in the entries. You can post invoice, cash, or adjustment batches at any time, and there is no limit on the number of batches you can post at a time.

• Preparing to Post Batches
• Effects of Posting
• Assigning Posting Sequence Numbers
• Creating G/L Transactions for Posted Accounts Receivable Transactions
• Creating Posting Journals and the G/L Transactions Report
• Deleting Imported Batch Source Files after Posting
• Drilling Down to Posted Transactions

Preparing to Post Batches

You take these steps to post batches:

1. Print listings of the batches you want to post.
2. Print deposit slips for receipt batches.
3. On the A/R Batch List screen, select the Ready To Post option for each batch you want to post.
4. Post the batches using the A/R Post Batches screen, or use the A/R Batch List screen to post batches individually.

Effects of Posting

Posting updates customer transaction information. It also updates statistics in customer, group, and national account records, as well as in item and salesperson records, if you keep those statistics. If you use the option to create batches during posting, posting also creates transactions for the general ledger accounts affected by the transactions and creates General Ledger batches for them.

Specifically, posting:

• Creates a posting journal with a unique posting sequence number.
• Creates general ledger entries from the posted transactions, if you select the option to create the general ledger batches during posting.
• Updates the posting sequence numbers displayed for each type of batch on the A/R Options screen. If you create General Ledger transactions during posting, the process also updates the sequence numbers for the General Ledger batches on the Numbering tab of the A/R Options screen.
• Creates an error batch if errors are found in the entries.
• Transfers batch contents to the customer accounts. You can no longer edit the batch.
• Updates period-to-date and year-to-date statistics in customer records and in item and salesperson records if you use the options to keep item and salesperson statistics.

Posting retains all the entries in a batch (not only those that posted successfully), and the batch total reflects all the batch entries.

Important! You cannot edit posted transactions. When you post a batch, its contents are transferred to the customer accounts and you can no longer edit the transactions. You must enter adjustments or apply debit notes or credit notes to change any transactions you have already posted.

Assigning Posting Sequence Numbers

Accounts Receivable 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 Receivable increases the posting sequence number by 1, and updates the posting sequence numbers that are displayed on the A/R Options screen.

You can look up the current posting sequence numbers on the A/R Options screen.

Creating G/L Transactions for Posted Accounts Receivable Transactions

You can create general ledger transactions automatically during posting (if Accounts Receivable uses the Create G/L Transactions During Posting option), or later, using the A/R Create G/L Batch screen.

Creating Posting Journals and the G/L Transactions Report

You can print listings for posted batches, as you can for open or ready-to-post batches.

Each time you post, Accounts Receivable creates a journal of the entries from the batches you posted together. These posting journals are an essential part of your audit trail, because they provide a record of all posted details and of the related general ledger distributions.

You can also print the A/R G/L Transactions report each time you post batches. The report lists all the distributions that were created for general ledger accounts when you posted batches.

You specify on the A/R Options screen whether to create the general ledger transactions automatically each time you post batches or at a later time, using the Create G/L Batch screen.

You should keep your audit trail of posted transactions up to date by printing and filing each posting journal as it is created, and by regularly printing and filing the A/R G/L Transactions report and creating general ledger transactions.

Note: You must print the G/L Transactions report before using the A/R Create G/L Batch screen to produce your general ledger transactions. When you create the general ledger batch, the information for the G/L Transactions report is deleted from Accounts Receivable.)

Deleting 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.

You should delete batches after you have imported and posted them, to avoid accidentally importing a batch twice.

Drilling Down to Posted Transactions

You can drill down from Sage 300 General Ledger to source documents in Accounts Receivable, provided you do not clear the batches that contained them. You can also reprint posted invoices and deposit slips.

If you also use Order Entry, you can drill down from Sage 300 General Ledger and from Accounts Receivable to view the originating transaction in Order Entry.

Last published: 4/8/2016