About Transaction Processing

This topic describes how posting, Day End Processing, and audit trails support transaction processing in Order Entry.

Online Posting

Order Entry uses online transaction processing. This means that it posts each quote, order, shipment, invoice, credit note, and debit note when you enter it. (In contrast, Accounts Receivable uses batch processing. With batch processing, you add transactions to batches, where they are stored until you post the batches.)

When you post Order Entry transactions, the program immediately:

• Updates item quantities in Inventory Control, so you always know your inventory levels.
• Adds any prepayments to an Accounts Receivable receipt batch.

Costing options specified in Inventory Control determine whether the following additional tasks take place in "real time" (during posting) or during Day End Processing:

• Update item costs in Inventory Control.
• Create audit records or general ledger transactions.
• Update sales statistics and customer accounts in Accounts Receivable.

Day End Processing

If Inventory Control uses the options Cost Items During Day End Processing or Create Subledger Transactions And Audit Info During Day End Processing, you must run Day End Processing in Inventory Control to finish updating Order Entry, General Ledger, Inventory Control, and Accounts Receivable, including:

• Order Entry sales statistics, sales commissions, and audit information.
• Costing information, item and sales statistics, and audit information in Inventory Control with the posted transactions.

Day End Processing also creates a batch of summary invoices and credit notes for Accounts Receivable. (For information about creating and posting Accounts Receivable invoices, see Posting a Batch of Order Entry Invoices in Accounts Receivable.)

To keep your audit trail and reports up to date, you should run Day End Processing as part of your daily routine. If necessary, you can run Day End Processing several times a day to keep this information more current.

Maintaining Your Audit Trail

Keeping Transaction History

If you selected the Keep Transaction History option on the O/E Options screen, the program keeps transaction history until you remove it using the O/E Clear History screen. You can then print summary or detail listings of orders, invoices, and credit notes; reprint invoices and credit notes; and view transactions in the original transaction entry screens and in the Salesperson Inquiry screen.

If you do not keep transaction history, Order Entry automatically deletes completed transactions when you run Day End Processing. Order Entry treats the following transactions as completed:

• Orders with a Completed status.
• Invoices and credit notes that you have printed.

Note: If you do not keep history, you cannot print transaction lists for completed orders or for printed invoices and credit notes after you run Day End Processing.

Printing Posting Journals

You can print posting journals for invoices and credit notes after running Day End Processing.

You can keep posting journals until you remove the information using the O/E Clear History screen. However, you cannot remove the information for a particular day-end sequence until you have printed the posting journals.

For more information, see About Day End Processing .

Creating Transactions for General Ledger

You use the O/E Create Batch screen to create General Ledger batches if you do not automatically create G/L transactions when you post transactions or when you run Day End Processing.

You specify how to create G/L transactions using the Create G/L Transactions option on the O/E G/L Integration screen. For more information, see O/E G/L Integration Screen.