Printing Accounts Receivable Posting Journals

A posting journal is the printed record of the transactions in a group of batches that were posted together. It provides an audit trail of all uncleared details that were posted using the A/R Post Batches screen.

You can print posting journals for invoice, receipt, refund, and adjustment batches. In multicurrency ledgers, you can also print posting journals of the transactions that are created when you revalue documents at new exchange rates. You can also print job-related details of transactions for contracts that you manage using Sage 300 Project and Job Costing.

Tip: You use the A/R Clear History screen to clear the data for the journals after printing them to a printer or file.

When to Print

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

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

To print the report:

1. Open Accounts Receivable > A/R Transaction Reports > Posting Journals.

   Note: You can also open the Posting Journals report by double-clicking in the Posting Sequence Number column on the Batch List screen for the batch you need.

2. From the Select Posting Journal options, select the type of journal to print: Invoice, Receipt, Refund, or Adjustment.

   The Invoice Posting Journal includes credit note and debit note transactions.

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

3. Use the From Posting Sequence and To Posting Sequence fields to specify the lowest and highest numbers in the range of posting sequences for which to print journals. More...

   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 Receivable system for the type of journal you select. (You use the A/R Clear History screen to clear posting sequences for the journals you have already printed to a printer or file.)

4. Select additional options for the report. More...
   • Reprint Previously Printed Journals. Select this option if you want to print additional copies of journals you printed before.

     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 Job Details. Select this option to include the contract, project, category, and resource for each job-related transaction.
   • 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 with Accounts Receivable.)
   • Include G/L Detail Reference/Description. Select this option to print the G/L reference and description with each transaction.
5. Select a Sort By option to specify the order in which to list transactions on the posting journal. More...
   • Batch/Entry. This option lists transactions in order by the batch and entry numbers they were assigned when you entered them.
   • Customer Number. This option lists transactions in order by their customer numbers.
   • Document Date. This option lists transactions in order by the dates that you entered when you created the transactions.

     The choice you can make varies with the type of journal you want to print. You select Check Date for this option when you are printing receipt posting journals. You select Adjustment Date when you are printing adjustment posting journals.

   • Document Number. This option lists invoices, credit notes, and debit notes by their document numbers. These can be document numbers you assigned, or the numbers that are assigned automatically by Accounts Receivable, using the prefix and next number entered for each document type on the A/R Options screen.
6. Click Print.