Posting Batches

You may post batches from either general journal batches or systems journal batches. Enter one of these operations and highlight the batch you wish to post or use the mark command to mark a series of batches. Click post to invoke the posting menu.

Options include:

Post - the selected batch

Select this option to post the currently highlighted batch.

Post - all not yet posted

Select this option to post all batches that have a status of "new".

Post - batch number range

Select if you wish to specify a start and end batch number range for posting.

Post - in specific period

Select this option if you wish to post all unposted batches for a specified period.

Reverse - the selected batch

If you have posted a batch that contains errors and you wish to "undo" the batch you can post the batch again as a reversal. All "debit" journals will be posted as credits and visa-versa. This will restore the balances in the general ledger master file back to what they contained before the batch was posted.

Posted or new batches can be reverse posted, but a batch marked as "posted" cannot be posted again. Likewise, a batch marked as "reversed" cannot be reverse posted a second time. A reverse posted batch can, however, be re-posted (unreversed). See the following table which lists when batches can and can't be posted.

 

Posting Rules

1.      New batches can be posted

2.      New batches can be reverse posted

3.      Posted batches can be reverse posted

4.      Posted batches cannot be posted again

5.      Reverse posted batches cannot be reverse posted again

Delete batches after posting

If this option is selected a "tick" will appear next to it. Successfully posted batches will automatically be deleted upon completion of the posting process.

For auditing purposes it is recommended that the contents of batches to be posted are printed for reference purposes before they are deleted from the system.

Normally the general ledger master file is updated periodically, usually at the end of each period. Before postings occur a back-up of your GL data should be made and this back-up kept for reference purposes. If you discover, for example, that posted batches contain a large number of errors after postings, it is a simple matter to restore the prior back-up, correct the batches and re-post.

CAPITAL GL Controller will, of course, also allow you to reverse incorrectly posted batches. However, this approach has the disadvantage that not only will the original (invalid) batch journal entries remain in the audit trail, but all the reversing entries end up there as well. As you can imagine, this makes the task of auditing your accounting records more time consuming.

See following table for suggested guide-lines.

 

Correcting Entries - A Guideline

1. If only a small number of errors are found, simply create a new batch that contains adjusting entries and post the correction.

2. If an entire batch was incorrectly posted, reverse post the batch. Enter a new batch with the correct entries and post again.

3. If several batches were incorrectly posted it will probably be quicker to restore your prior back-up and start over.

4. If a back-up was not made (this situation should never arise) or the back-up could not be restored for technical reasons, CAPITAL will allow you to create a batch that will reverse the entire period so that you can start over. See this reference guide for more information on reversing periods.

At times CAPITAL GL Controller may be unable to post a batch. Some of the more common reasons for failure to post are listed under the trouble-shooting section. See: Trouble-Shooting Problem Batches.


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