Creating Batches of Transactions for General Ledger

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About Creating General Ledger Transactions

A/P Create G/L Batch Screen

If Accounts Payable does not create general ledger batches during posting, you use the A/P Create G/L Batch screen to produce batches of general ledger transactions from the batches posted in Accounts Payable. In a multicurrency system, you also use this screen to produce general ledger batches for transactions created during revaluation. More...

The selection for the Create G/L Transactions option on the A/P G/L Integration screen determines whether Accounts Payable creates general ledger transactions during posting, or if you must use the A/P Create G/L Batch screen to create them.

You create General Ledger batches for Sage 300 General Ledger, if you use it, or for your other general ledger system. For more information about the batches created for another general ledger, see About Year End Processing in Accounts Payable

You must create all outstanding general ledger batches before you can clear posting journals or use the Year End screen.

Note: If you try to post a G/L batch to a period that is locked for General Ledger, the transactions will be placed in an error batch. Therefore, be sure to create and post General Ledger batches for outstanding Accounts Receivable transactions before locking a period for General Ledger.

  • Decide whether to create G/L batches during posting, or later using the Create G/L Batch screen, and then select G/L batch-creation options on the Integration tab of the G/L Integration screen.
  • Post all outstanding invoice, payment, and adjustment batches in Accounts Payable.
  • Print the G/L Transactions report. (You cannot print this report after you create the general ledger batches.)

To create G/L batches:

  1. Open Accounts Payable > A/P Periodic Processing > Create G/L Batch.

  2. Select the types of posted batches from which to create transactions (invoice batches, payments, or adjustments).
  3. Select the posting sequence number through which to create transactions for each batch type.
  4. Click Proceed.

    If you use Sage 300 General Ledger, Accounts Payable either adds the new transactions to existing General Ledger batches or creates new batches, depending on your choice for the Create G/L Batches By option on the A/P G/L Integration screen.

    If you do not use Sage 300 General Ledger, you see a message asking whether to append transactions to an existing batch file or to overwrite the file.

  • Post the batches in Sage 300 General Ledger, if you use it.
  • If you use a different general ledger, import the CSV batch file into your general ledger, and then delete the file.