Changing Posting and Day End Processing Options

Important! If you use the Inventory Control module, you select day-end processing and costing options in that program.

You change day end processing and costing options in Purchase Orders only if you do not use Inventory Control. More...

If you use Purchase Orders as a stand-alone program, you set all the following options in Purchase Orders:

  • When Purchase Orders creates G/L batches, and whether it should also post them automatically. (You select this option in the P/O G/L Integration screen.)
  • Whether Purchase Orders should post A/P batches automatically or using the Create Batch icon. (You select this option in the P/O Options screen.)

  • When Sage 300 costs inventory—either when posting transactions or when you run Day-End Processing.

    Tip: If you have high transaction volumes or if processing speed is an issue, we suggest that you cost inventory during Day End Processing—not each time you post a transaction in Purchase Orders.

  • When to create sub-ledger and audit information. Again, if speed is a concern, we suggest during Day End Processing.
  • When to create General Ledger transaction batches, and whether it should also post them automatically.

If you use Inventory Control, you set these options in the corresponding screen in that program.

Note: These options also affect when Purchase Orders posts General Ledger and Accounts Payable batches.

  • Make sure that no other users are working with Purchase Orders, or you will not be able to save your changes.
  • Print the G/L Integration report from the Setup Reports folder so you have a record of your G/L Integration settings before you start.
  • If you are changing from updating costs during day end processing to updating costs during posting, you must first run day end to cost all outstanding posted transactions.
  • If you are changing from using the Create G/L Batch screen to creating general ledger transactions during day-end processing, be sure to run Create G/L Batch to process any outstanding transactions first, to avoid accidentally omitting transactions from your general ledger batches.
  • See About Day End Processing to understand how Day End Processing works.

Note: Make sure that no one else is using the Purchase Orders data and that no other Purchase Orders screen s are open for the company before you save changes.

To change batch creation and posting options for A/P transactions created by Purchase Orders:

  1. Open Purchase Orders > P/O Setup > Options.

    2. For more information, see P/O Options Screen .

  2. Click the Processing tab.
  3. Change the Post A/P Batches option.

    4. Note: If you choose to post A/P batches when you post P/O transactions, and you cost inventory during transaction posting, Purchase Orders will create and post an A/P batch each time you post an invoice.

  4. When you have finished, click Save .

To change batch creation and posting options for G/L transactions created by Purchase Orders:

Important! If you have been using the Create Batch screen to create transactions, print a copy of the latest G/L Transactions report, then create any outstanding transactions before changing your choice for this option.

  1. Open Purchase Orders > P/O Setup > G/L Integration.

    2. For more information, see P/O G/L Integration Screen.

  2. Change batch creation and posting options, as needed.
  3. When you have finished, click Save .

To change day end processing options:

  1. Open Purchase Orders > P/O Setup > G/L Integration.

  2. On the Costing tab, specify:

    • Whether to cost items during posting or day-end processing
    • When to create subledger transactions and audit information (during posting or day-end processing).
  3. When you have finished, click Save .

To change batch creation and posting options for G/L transactions created by Inventory Control:

Note: Inventory Control generates G/L transactions from purchase order receipts and returns.

  1. Open Purchase Orders > P/O Setup > G/L Integration.

  2. Change batch creation and posting options, as needed.

    3. For more information, see P/O G/L Integration Screen.

  3. When you have finished, click Save .

  • Print the P/O Options report from the P/O Setup Reports folder to check that the settings were changed correctly.

  • Print the Purchase Orders G/L Integration report from the P/O Setup Reports folder if you changed integration settings.

  • Print the I/C Options report from the I/C Setup Reports folder to check that the settings were changed correctly.

  • Print the Inventory Control G/L Integration report from the I/C Setup Reports folder if you changed integration settings.