Post Batch
The Recurring option enables you to post to future periods.
From the Batch Selection window click Display to open the Post Batch window where you can see the batched transactions that match the search criteria you have entered.
For example, you can use the Batch Ref. search field to identify batched Currency Transfer transactions in the Nominal Ledger batch so you can review/amend these transactions before posting. When you click to Display, any matching transactions are shown in the list, labelled as Transfers, and Currency is shown in Home currency. You are able to edit, delete, or post the transactions.
Both windows are similar, please see the Post Batch - Recurring Journals section, below, for the additional options available for Recurring Journals.
Voucher details are displayed in this list. Clicking on a particular Voucher displays further information for that Voucher in the lower part of the window.
To select vouchers for posting
Double clicking on a Voucher sets the posting flag for that Voucher from NO to YES, or vice versa, indicating that it will be updated to the Accounts.
Clicking Toggle All selects all the vouchers in the list and changes the posting flags to YES. If they are set to Yes, this option will set them all to No.
Clicking Toggle Selected changes the posting flag for the selected line to YES. If it is set to Yes, this option will set it to No.
Sort By - This menu enables you to change the sort order of the Transactions displayed in the window.
If currency is involved, an additional field will be displayed to enable you to see the Exchange rates being used. This field is for information only.
OK - Posts Batched Vouchers that have been flagged YES, to their relevant Accounts.
Delete - Enables you to remove a Journal from the Batch without updating the Accounts.
Edit - Enables changes to be made to the selected Voucher.
Post Batch - Journals
Selecting Journals displays the Batch Selection window:
Enter the selection criteria, and press Display to list the selected Transactions in the Post Batch window, or Clear to start again with new selection criteria.
An additional option, Post All Batched Transactions is also available. If selected, all the Batched Transactions that are available for posting will be updated to the accounts without being listed in the Post Batch window.
Caution! Generally this function is designed to be used for bulk processing, possibly overnight, only when the Orders have been fully checked. It is recommended that Journals are always checked before they are posted.
Selection criteria
Batch Ref. - If you have used Batch References, these are a very good way of selecting Journals.
Voucher Ref. - As an alternative, or with the Batch Reference, the Voucher Reference can give you very close control of the Transactions selected.
Contra Account /c - Clicking this will display a list of Nominal Accounts, so that you can select those Journals that are to be posted to a particular Account.
Date Range - These fields enable you to select on the basis of the Journal Date as entered on the Transaction Header window.
Period Range - These fields enable you to select on the basis of the Period entered on the Transaction Header window. You can also select whether to use All Years, the Current Year, Last Year, Next Year or Other (Previous) Year (the default is All Years).
User Id. - This filter should always be used in a multiple user environment, so that Users will be posting their own batches. If it is not used, journals entered by other Users will be displayed in your Post Batch window, which prevents those Users from accessing their own batches until your Post Batch window is closed.
Journal Type - this filter allows you to select to process only journals of a particular Type.
Post Batch - Recurring
When batched Recurring Journals are posted, additional journal lines are generated based on the posting frequency of the journal.
Selecting Recurring displays the Batch Selection window. Enter the selection criteria, then either click
Display - to list the selected transactions in the Post Batch window,
Clear - to start again with new selection criteria, or
Post All Batched Transactions - All the batched transactions that are available for posting will be updated to the accounts. You do not need to use the Display icon. Generally this function is designed to be used for bulk processing, possibly overnight, only when the Orders have been fully checked. It is recommended that recurring journals are always checked before they are posted.
Use this option with Caution!
Selection criteria
You can select using any of the criteria fields. In addition to the fields mentioned above:
Posting Date - these fields enable you to select on the basis of the Posting Date for the next recurrence of the currently held journals. Enter a date range.
Note: It is recommended that you always enter a Posting Date range to ensure that you only post the journals that require posting at this time.
Post to - this menu will always permit you to post to Next Posting Date but, if your security profile permits, the menu will enable you to post to a selected period.
Journal Templates Only - select to create a new Journal based on a Template.
Where Template Journals only have been returned to the Recurring Batch then functions to Complete, Clear, Delete, Edit, and toggle are disabled so that completed Template Journals aren't accidentally edited or deleted.
Posting to future periods
Posting to future periods is controlled by the Post to Future Periods option in your Security Profile.
The Security Profile window is opened from Security Profiles,
this option is located in the Post Batch - Recurring section.
If the option is enabled in your Security Profile, you will be able to post into future periods (within Current and Next Year) without restriction.
This ability to post to future periods is independent of the period restrictions applied through your Multi Period Posting permissions.
When the option is disabled in your Security Profile, you will only be able to post the journals into the current open Nominal Ledger period.
Post Batch - Recurring Journals
Clicking Display will list the selected Transactions in the Post Batch window.
Voucher details are displayed in the list. Clicking on a particular voucher displays further information for that voucher in the lower part of the window.
To change the next posting date:
Click on the Next Posting field, the field will become editable and you can enter the revised date.
To select vouchers for posting
Double-click on a Voucher sets the posting flag for that Voucher from NO to YES, or vice versa, indicating that it will be updated to the Accounts. Clicking Toggle All selects all the vouchers in the list and changes the posting flags. Clicking Toggle Selected changes the posting flag for the selected line.
You can change the sort order of the Transactions displayed in the window by clicking on the column header. If currency is involved an additional field is displayed so you can see the Exchange rates being used, but this field is read only.
Toolbar
Complete - Enables you to complete a Recurring Journal before it has been posted the originally required number of times. A message asks you to confirm that you want to complete the recurring Journal and tells you how many postings out of the maximum set have been posted.
Clear - Clears all the values from the Voucher Detail lines but keeps all other information like Account Codes. You will be prevented from posting the Journal again while it is a zero value.
Edit - Allows changes to be made to the selected Voucher.
Delete - Enables you to cancel a Recurring Journal before it has been posted the originally required number of times.
Duplicate - Allows the selected Template Journal to be saved as a new Journal so that you don't need to re-key data.
Search - Re-opens the Batch Selection window if it has been closed.
OK - Posts Batched Vouchers that have been flagged YES to their relevant Accounts. When the posting is complete the list is redrawn to display any Vouchers that have been automatically generated where the Next Posting date falls within the date range last used. The System will reset the Last Posted date and recalculate the Next Posting date.
Cancel - Abandons any changes made without saving or processing.