About Assigning and Using Batch Numbers and Entry Numbers
About Editing and Deleting Batches
About Forcing the Listing of All Batches
About Printing Posted Transactions
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.
To post batches:
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:
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.
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.
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.
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.)
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.
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
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.