Automatic General Ledger (2) - For Chart Of Accounts With Opening/Closing Stock

If you have told CAPITAL Office to generate automatic batches then don't post the system batch that is created. The reason for this is that this batch contains all editing that went on through the month and it is very hard to reconcile if you need to do so. Automatic batch generation occurs when the activate general ledger option in the CAPITAL Office install program (found under behavior defaults on the install menu) is set to "a".

The main purpose of running on automatic is that it is easier to pick up if anyone has been changing transactions in months that the general ledger has been finalised in.

For example: let's say that you have completed the general ledger for July and sometime in September you are ready to run the August batch. You go to general ledger and to systems batches. Under normal circumstances you should only have two batches that are marked "new" on the right hand side of the screen.

1.      August

2.      September (this is the current month's batch which you would leave there until ready to run September)

But if when you went to systems batches and you saw:

1.      August

2.      September

3.      July

And they were all marked "new" you would instantly know that editing had been done in CAPITAL Office after the July general ledger figures had been finalised. You would then be able to investigate to see whether it was an error and needs to be corrected or if it actually needs to be in July and you could then and only then post the batch that was created for July.

The Steps For Running GL (using the above example)

1.      Choose Journals|Systems Journal Batches or click on

2.      Delete the batch created for month you are about to rerun. In the case of the above example it would be August.

3.      Choose Journals|Make New System Batch. (See: End Of Period Data Transfers for more details) and run a clean batch for August.

4.      Post it.