Creating and Posting GL Batches

GL batches contain sets of individual transactions. Batches can be created for different purposes. This includes recording or splitting existing batches or creating recurring batches for prepaid accounts such as insurance.

To create and post a batch:

From the Transactions menu, select General Ledger > GL Transactions. The General Ledger Transaction Entry window opens:

From the main window, click the New button to enter a new transaction. Complete the necessary fields using the table below as reference.

Field Descriptions

Item	Description
Date	The date of the transaction.
Period	The period during which the transaction takes place.
Initials	Enter your initials here.
Reference	A brief description detailing the transaction.
Auto reverse	A check if you wish to create an auto-reversing batch. In this case the system automatically reverses the batch while performing the end of period rollover.
Repeat Branch	Check the Repeat branch checkbox to automatically copy the branch used previously to the next transaction line.
Print Transactions	Check the print transactions checkbox to enable printing of this transaction.
GL Code	The GL code you want to post the transaction to. If you do not know the GL code, press ? followed by TAB for a list of GL codes and select the ones needed. This will automatically enter the code and details in the fields.
Details	A descriptive reason for the transaction.
Inv No	The invoice number of the transaction. This needs to be entered only if applicable.
Chq No	The cheque number of the transaction. This needs to be entered only if applicable.
Debit	Positive entry in the transaction list. Ensure that the sum of the debits and credits in the batch is equal to zero to be able to post transactions.
Credit	Negative entry in the transaction list.
Foreign	The transaction amount. This field is used only when selecting a GL account with a currency other than the default currency.

Click Post to GL. This saves the transactions in the batch and posts the batch to the GL.

Error Messages

If you enter a GL code for an account where you have not selected the option Allow journals on the Details tab of the General Ledger Account Details window, the following warning message is displayed:

The sum of the debits and credits of the transactions in the batch should be equal to zero. If not, you cannot post the batch to the GL. The following error message is displayed:

Note: There may be batches that cannot be immediately posted to the GL. You need to save these batches until a later time when they can be posted.