When Transactions are entered, they can either be posted immediately or put into a Batch queue. In either case:

The Transaction Header details are written to the SL_TRANS or PL_TRANS files.

The individual Detail lines are written to the SL_PL_NL_DETAIL file.

If they are Batched, they are flagged with a 'B’. It is for this reason that Batched Transactions listed on the Audit Reports are shown with this flag.

When Invoices (and other Sales/Purchase Ledger Transactions), are posted, the 'B’ flag is cleared, and they update:

For the Transaction as a whole, the Customer/Supplier record’s Balance and Turnover.

For each Detail line, the individual Analysis record’s Balance and Turnover.

On the Nominal Ledger for each Detail line:

The individual Debit/Credit Nominal Account record’s Balance and Turnover.

The Sales/Purchase Control Account record’s Balance and Turnover.

If applicable, the VAT Control Account record’s Balance and Turnover.

Customer Turnover and Balance for the Transaction as a whole.

Sales Analysis Turnover and Balance for each Transaction Detail line.

Transaction Header will be written to the SL_TRANSaction file,

Each Detail line will be written to the SL_PL_NL_DETAIL file.

Then all the relevant Indexes will be updated.

If entering or amending a Record:

The Record will be written or updated, and if a new Record, all the relevant Indexes will be updated.

The Turnover and Balance, for each relevant Sales Nominal Account, Sales Control Account, and VAT Control Account, for each Transaction Detail line.

If applicable, for each Detail line, the Costing Project and Cost Centres details.

If applicable, for each Stock entry Detail line, the Stock Control details.

N.B. Transactions entered through the Sales/Purchase Order units are not written to the same files, until they are posted to their respective ledgers.

e.g. A Sales Invoice Transaction will update:

The posting of Transactions is controlled by the Rollback feature and, if for any reason the posting of a Transaction fails, it will be batched and shown in the Batch List window with an 'R' flag.

A rollback occurring is not always an indication of corruption in the database.

There may be circumstances where, due to a Project or Cost Centre used on a Transaction having a status of suspended, cancelled or completed, a rollback transaction will occur.

In this scenario, changing the status of the Project or Cost Centre back to Active will make it possible to complete the posting of the Transaction successfully.

You should try making any required amendments and re-posting. If it fails again, this may be an indication of corruption in the database, and you should restore from your last backup, and repeat all the work done since that backup.

This field can be used to identify groups of Batched Transactions. This field is useful when you wish to locate specific batches for posting or when reporting on transactions.

The Batch Reference field will only be available on transaction entry windows when the Transaction Option 'Batch Transaction' has been selected.

In general, a Last Entered system is used.

If a batch reference is entered on a transaction (of any type), when the next transaction is entered, the batch reference field will be populated automatically with the same (Last Entered) reference.

If the batch reference is changed and the transaction is saved, the revised reference will become the 'Last Entered' and will be entered automatically on the next transaction.

This will continue until the current User's session is closed.

In the Stock and Costing units, if the Last Entered reference is revised whilst entering a batch of transactions, the revised reference will be used in subsequent transactions entered in the same unit until the entry window is closed. At this point, the batch reference will revert to the Last Entered reference entered before using the Stock or Costing unit.

If you prefer, you can select the System Option:

If ticked, the batch reference field will not be populated automatically.

The Sales Order unit has a separate set of options that can be used to vary the way batch references are applied in this unit.

Here, you also have the option to use the Last Entered batch reference, which will cause the batch reference to be populated automatically by the most recent batch reference entered in any unit, or Empty which will mean that the batch reference is not populated automatically.

You can also select to use the Sort Key or one of the three User Sort fields as the default batch reference.

You can enforce the entry of a Batch reference in Sales Orders by selecting it as a Compulsory Entry Field in the System Options for Sales Orders.