Post Transactions

When you post transactions, the system creates open invoices for each invoice or shipped order and miscellaneous credit entry that you recorded as a transaction. Next, the system updates both the due date for each transaction using the invoice date and the number of due days for the terms code and the discount date from the invoice date and the number of discount days from the same terms code. Finally, the system creates a payment record for each cash receipt. Posting ignores transaction entries that have a status of Backordered, New, Picked, RMA, or Price Quote.

As you post information, line-item information is posted first, then totals are updated. When all line items are posted, cash receipts information is posted, and finally detail and summary GL entries are created and posted. Payments are posted in the Accounts Receivable Post Cash Receipts function.

If you interface Sales Order with General Ledger, debit and credit entries are created in the GL journal for each line item. If you post only summary information to General Ledger, the transaction figures are summarized into one entry for each account. If the accounting period is closed, you can either edit the transactions or use the System Manager Period Conversion function to open the accounting period and then post the transactions.

Posting also updates customer, sales representative, and tax location records. The balance and the sales payment history fields in the customer's records are updated. The period-to-date, quarter-to-date, and year-to-date gross sales figures for sales representatives are updated. The taxable and nontaxable totals from the transactions update the totals of the tax locations in System Manager.

Traverse automatically creates entries for any realized gains or losses due to fluctuating currency exchange rates for payments in the accounts you specified in the System Manager Gains and Losses Accounts setup when you post to record those gains and losses for correct accounting.

Commission detail is updated if you elected to keep sales commission detail in the Business Rules function.

If orders contain any backordered line-item, the backordered quantity becomes the order quantity and the transaction order status changes to 'Backordered'.

When you post invoices for sales on credit, entries are made to these accounts:

Account Entry
AR Debit
Sales Tax Credit
Freight Credit
Misc Credit
Sales Credit

The sales account comes from the account code assigned to inventory items if you are interfaced with Inventory, or the sales account entered in the SM description item if selected. If you have a miscellaneous item, the sales account comes from the defaults set up in the AR business rules. The General Ledger account in the tax location record determines the sales tax account. The Accounts Receivable Distribution Codes record determines the other accounts.

The cost for each line item updates these accounts:

Account Entry
COGS Debit
Inventory Credit

The inventory and COGS accounts come from the account code assigned to the item, if you are interfaced to Inventory and you selected an inventory item. If you selected an SM description item, the inventory and COGS accounts come from the accounts set up for that item. If you entered a miscellaneous item, the inventory and COGS accounts come from the defaults set up in the AR Business Rules or the COGS account can come from a Sales/COGS account code.

You also can manually select the sales, COGS, and inventory accounts when entering the sales order.

The miscellaneous credits for each line item updates these accounts:

Account Entry
AR Credit
Sales Tax Debit
Sales Debit
Freight Debit
Misc Debit

The General Ledger account in the tax location record determines the sales tax account. The Distribution Codes record determines the AR, freight, and misc accounts. The sales account comes from the account code assigned to inventory items if you are interfaced to Inventory, or the sales account entered into the SM description item if selected. If you have a miscellaneous item, the sales account comes from the defaults set up in the Accounts Receivable Business Rules. You also may have selected a sales/COGS account code to assign the sales account.

The cost of each line item updates these accounts:

Account Entry
COGS Credit
Inventory Debit

The inventory and COGS accounts come from the account code assigned to the item, if you are interfaced to Inventory and you selected an inventory item. If you selected an SM description item, the inventory and COGS accounts come from the accounts set up for that item. If you entered a miscellaneous item, the inventory and COGS accounts come from the defaults set up in the Accounts Receivable Business Rules, or the COGS account can come from a sales/COGS account code.

You also can manually select the sales, COGS, and inventory accounts when entering the credit memo.

Use the AR Periodic Maintenance function to update the status of completed transactions.

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Posting Transactions

  1. Complete transaction entry.
  2. Print invoices.
  3. Print the transaction journals.
  4. Select the Do the following then check the box check box.

  5. If you use multicurrency, select the Print Log Using Base Currency check box to print the log using your base, or functional, currency. When this check box is clear, the log includes posted values organized by currency along with their base currency equivalents.

  6. Select the batches to post. This option only appears if you elected to use batch processing in the Business Rules function. You can use the All button to select all batches to post.
  7. Select whether to leave unposted orders and backorders in their current batch or move them to a new batch from the Unposted Orders and Backorders section.
    Note: If you select Move to New Batch, you must select a new batch code from the New Batch Code field.
  8. Enter comments for the post, if applicable, in the Comments field.
  9. Click a command button to  
    10. Click To
    OK Post the transactions.
    Activity Display the Activity Log to view posting activity.
    Reset Set all fields to their default values.