Batch Posting
Documents saved as Park wait for someone to post them. Batch Posting posts a batch of them at once: every line on the document is turned to Posted when you save.
What it is for
A clerk enters invoices as Park; a senior checks them and posts them together. One batch holds one kind of document, chosen in Transaction Type: vendor invoices, vendor memos or payments.
The rule people get wrong: every line on the batch is posted. There is no tick to leave a line out; remove the line instead.
Every field in plain words
Header
| Field | What it means | What to put |
|---|---|---|
| Transaction | The batch number | Given on save |
| Transaction Date | The batch date | Required |
| Transaction Type | Invoices, memos or payments | Required. Locked once the document is created |
| Date From, Date To | The posting dates of the documents you want | Required. From cannot be after To |
| Create By | Only documents entered by this user | Optional |
Lines
| Column | What it means |
|---|---|
| Transaction | The parked document. The lookup lists parked documents of the chosen type |
| Transaction Date, Transaction Journal, Journal Indicator | Its posting date and journal |
| Vendor, Name | The vendor |
| Gross Amount | The document's net payable amount |
| Create Date, Create By | Who entered it and when |
How to configure it
Nothing to set up. Give the right to this screen only to those who may post.
Scenarios
- A clerk enters fifty bills a day as Park. In the evening the accountant opens Batch Posting, Transaction Type invoices, today's dates, picks the checked bills and saves. Each is posted as if it had been saved with Posted, with all its checks.
What it is connected to
- Vendor Invoice, Vendor Invoice Memo: each is re-saved as Posted, with all the refusals of that screen.
- Payment: a payment is switched to Posted together with its voucher, without the payment's own save checks running again.
If something looks wrong
- "Date From cannot be greater than Date To" Swap the dates.
- "Basic Data Lines cannot be empty" Add at least one document.
- The save is refused with an invoice's own message. That invoice fails its own checks (budget, quantity, duplicate bill number). Open it, fix it, or remove it from the batch.
- The batch cannot be deleted. Batch Posting documents are not deletable; reverse the posted documents one by one if needed.