Creating a Batch of General Ledger Transactions in Order Entry

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.

If a fiscal period is locked for General Ledger but not for Order Entry, you can create batches for General Ledger as follows:

  • During posting.
  • During Day End Processing.
  • Using the G/L Batch screen (depending on the options you select on the O/E G/L Integration screen).

If you try to post transactions to a locked period in General Ledger, transactions will be added to an error batch. To prevent this from happening, create and post General Ledger batches for outstanding Order Entry transactions before locking the period for General Ledger.

Similarly, you can create transactions for Accounts Receivable from Order Entry transactions, but you cannot post them to a period that is locked for Accounts Receivable.

  • On the O/E G/L Integration screen, select options for creating and posting General Ledger batches.
  • Run Day End Processing to complete processing and update Order Entry and Inventory Control data.
  • Print the O/E G/L Transactions report and file it with your audit trail reports.

To create a batch of General Ledger transactions:

  1. Open Order Entry > Periodic Processing  > Create Batch.

    The O/E Create Batch screen appears. The Create G/L Batch Through Day End Number option is selected by default.

  2. Specify the range of day-end numbers for which to create General Ledger transactions. (You create the transactions for all outstanding day-end numbers up to and including the number you specify.)
  3. If you also want to post invoice transactions created by Order Entry in Accounts Receivable, select Post A/R Batches.
  4. Click Process.

If your system does not post General Ledger batches automatically, post the General Ledger batches you have created.

  • If you use Sage 300 General Ledger, post the batch you created.

    Order Entry automatically posts the batch in General Ledger if you selected Create G/L Transactions by Creating and Posting a New Batch on the O/E G/L Integration screen.

  • If you use a different general ledger, do one of the following:
    • Import the CSV batch file into your general ledger, and then delete the file.
    • Using the G/L Transactions report, transfer the entries to your general ledger manually, and then delete the CSV batch file.