Printing Posting Journals

Posting journals list all the transactions in a group of batches that were posted together, as well as the general ledger transactions that were created from the batches.

The journals provide audit trail reports of all uncleared posted details.

For information about the contents of this report, see A/P Posting Journals Screen.

When to Print

You should print posting journals after each posting run, and then file them with your other audit trail records.

You must print all outstanding posting journals before you can use the A/P Clear History screen to clear them, or use the A/P Year End screen to do year-end processing.

If you use multicurrency accounting, you also print posting journals after revaluing transactions at new exchange rates.

To print posting journals:

  1. Open Accounts Payable > A/P Transaction Reports >  Posting Journals.

  2. Specify the following report options:

    • Select Posting Journal. Select the type of journal to print (Invoice, Payment, or Adjustment).

      The invoice posting journal includes credit note, debit note, and interest transactions, as well as invoices.

      If you use multicurrency accounting, you can also select Revaluation or Provisional Revaluation.

    • From Posting Sequence and To Posting Sequence. Specify the range of posting sequences for which you want to print journals.

      A unique posting sequence number is assigned each time you post batches. These fields display the lowest and highest posting sequence numbers in your Accounts Payable system for the type of journal you select.

    • Reprint Previously Printed Journals. Select this option if you want to print additional copies of journals you printed before.

      Note: Do not select the option if you want to print only the journals you have not already printed from the specified range of posting sequence numbers.

    • Include Optional Fields. Select this option to include optional field information for each printed transaction. (The option is available only if you use optional fields.)
    • Include G/L Detail Reference/Description Select this option to print the G/L reference and description with each transaction.

    • Sort By. Specify the order in which to list transactions on the posting journal:

      • Batch/Entry Number. This option lists transactions in order by the batch and entry numbers they were assigned when you entered them.
      • Vendor Number. lists transactions in order by their vendor numbers.

      • Document Date. This option lists transactions in order by the dates that you entered when you created the transactions.The name of this choice varies with the type of journal you want to print.

        Note: You select Adjustment Date when you print adjustment posting journals.

      • Document Number. This option lists invoices, credit notes, debit notes, and interest charges by their document numbers.
  3. Click Print.