Posting Transaction Batches

The process of transferring information from a batch of transactions to the general ledger accounts is called posting. General Ledger lets you post transactions directly to accounts, or post them provisionally to test their effect.

You can post batches from the following screens:

  • Post Batches. Post a single batch, a range of batches, or all unposted batches.

  • Batch List. Post a single batch or all unposted batches.

    Note: On the Batch List screen, you cannot provisionally post all batches, though you can provisionally post individual batches.

  • Journal Entry. Post a single batch.

    Note: On the Journal Entry screen, you cannot provisionally post batches.

Note: If you use Intercompany Transactions and you are posting an intercompany batch, the Intercompany Transactions program posts the batch, as ICT posting is a separate process from G/L posting.

  • Print and verify batch listings for the batches you want to post. If necessary, make corrections.

    Note: This step is required if the Force Listing Of Batches option is selected on the Posting tab of the G/L Options screen. If you do not use the Force Listing of Batches option, you can post unlisted batches after you select Ready to Post for each batch.

  • Set each batch that you want to post Ready to Post on the Batch List screen.

  • Ensure that:

    • The fiscal periods to which you want to post are unlocked for General Ledger in Common Services' Fiscal Calendar.
    • The accounts to post to exist in General Ledger and have Active status.
    • All entries balance.
    • If you are going to post provisionally, the Allow Provisional Posting option is selected on the Posting tab of the G/L Options screen.

      Important! If you previously posted provisional data, make sure you are ready to delete it—provisionally posted batches are automatically cleared the next time you post.

  • Back up your data.

To post transaction batches from the G/L Post Batches screen:

  1. Open General Ledger > G/L Transactions >  Post Batches.
  2. Specify the batches to post by selecting All Batches or Range.

    Tip: To post a single batch, select Range and enter the same batch number for the beginning and end of the range.

  3. Click Post to post batches permanently.

    Click Prov. Post to post on a temporary basis.

    If you decide not to post batches, click Close.

To post transaction batches from the G/L Batch List screen:

  1. Open General Ledger > G/L Transactions >  Batch List.
  2. If you are posting a single batch, select the batch.

  3. Click one of the following buttons:

    • Post. Post the selected batch.
    • Prov. Post. Provisionally post the selected batch.
    • Post All. Post all unposted batches.

To post transaction batches from the G/L Journal Entry screen:

  1. Open General Ledger > G/L Transactions >  Journal Entry.
  2. Select a batch.
  3. Click Post to post the batch that is currently displayed.
  • If errors were found and placed in a new batch during posting, correct the errors, and then post the batch.
  • Print the Posting Journal for an audit trail report of posted transactions.

    To report provisional transactions, print the Provisional Posting Journal.

  • When ready, post provisional batches permanently.