Adding accounts postings

Use this procedure to record accounts postings on to the system. Accounts postings can be entered so that they update the Accounts Ledger instantly or so that they are added to a batch, allowing checking and/or editing, before being posted to the Accounts Ledger. This is defined on the posting slip by selecting 'Update Now' or 'Add to Batch'.

Accounts postings can be recorded from the Desktop toolbar or from within the Batch Posting screen. Entries can be posted from either location and as 'Instant' or 'Batch' postings, however, posting from the Desktop toolbar is intended for 'one-off' postings as the posting slip closes automatically afterwards. For recording multiple accounts postings, we recommend posting from within the Batch Posting screen as the posting slip remains open after each entry allowing you to continue posting.

To add an accounts posting (from the Desktop):

1. Click the drop-down arrow next to the Accounts button on the toolbar and select the desired posting, e.g. ODDB. The posting slip opens and you are prompted to enter the posting details.

2. Enter the appropriate posting details. The information collected is determined by the type of posting.

3. (Optional) If you have the required permissions, you can merge the posting slip data into a pre-defined template. This allows a file copy or authorisation slip to be easily generated when a cheque request is made. Tick Merge posting slip, choose a template (if different to the default) and what happens after the merge has finished.

4. (Optional) Click Ledger to see the associated ledger.

5. Click OK to add the accounts entry.

• If you selected 'Update Now' the entry is instantly posted to the Accounts Ledger.

• If you selected 'Add to Batch' the entry is added to a batch for the current posting type in the Batch Posting screen and has a status of 'Unposted'.

• If you selected to merge the posting slip data, the appropriate database record is put into context and the document is merged. The merged document is then left open for editing, closed or printed, depending on your selection.

• The transaction date for this type of posting always defaults to the login date of the current user.

• Permissions are required to merge posting slip data.

To add an accounts posting (from the Batch Posting screen):

1. In the top pane of the Batch Posting screen, highlight the batch in which you want to post.

• If a batch does not already exist for the desired type of posting you must add it before proceeding.

2. In the lower pane of the Batch Posting screen, click Add. The posting slip opens and you are prompted to enter the posting details.

3. Enter the appropriate posting details. The information collected is determined by the type of posting.

4. (Optional) Click Ledger to see the associated ledger.

5. Click Accept to add the entry. The entry is added to the batch for the selected posting type and has a status of 'Unposted'.

• The transaction date for the first entry added to batches defaults to the login date of the current user. If the date of the first entry is changed, all subsequent entries in the batch are updated with the same date until the date is changed again or the batch is posted. When a new batch of postings is opened (even if it is the same posting code as the first one) and the first entry added, the date of the first entry again defaults to the login date of the current user until changed.

• If posting across periods, (e.g. the current period is say October and a batch is opened for September) the date of the first posting defaults to the last day of the new period (e.g. September) until changed.

Notes

• When recording a 'Batch' posting from the Desktop toolbar the appropriate batch is automatically opened in the Batch Posting screen.

• In order to post from within the Batch Posting screen a batch for the appropriate type of posting must already be opened or must be added. Once you have added a batch you can then begin to add accounts postings to it.

• The posting slip toolbar allows you to work with postings without closing the slip, e.g. add, modify, delete. etc.

• A default posting status (i.e. Update Now or Add to Batch) can be set for each user in System Security.

• When Add to batch is selected a payment reference is not required. This allows postings to be submitted without one and entered later by Cashiers modifying the postings from within the batch. However, when Update now is selected a payment reference is still required.

• When completing an accounts posting, cashiers can also view the associated ledger, directly from the posting slip itself. See Viewing the ledger while posting.