You can print posting journals for invoice, payment, and adjustment batches. In multicurrency ledgers, you can also print posting journals of the transactions that are created when you revalue documents at new exchange rates.
This is an audit trail report of all uncleared details that have been posted. You use the Clear History form to clear the data for the journals after printing.
For information about the contents of this report, see Posting Journals — Features.
When to print
You should print posting journals after each posting run, then file them with your other audit trail records. You must print all outstanding posting journals before you can use the Clear History form to clear them, or use the Year End form to do year-end processing.
If you use multicurrency accounting, you also print posting journals after revaluing transactions at new exchange rates.
To print the report
- Set the printing destination using the File menu on the company desktop.
- Select the Posting Journal icon from the A/P Transaction Reports folder.
Select Posting Journal. Select the type of journal to print: Invoice, Payment, or Adjustment. The Invoice Posting Journal includes credit note, debit note, and interest transactions. If you use multicurrency accounting, you can also select Revaluation or Provisional Revaluation.
Note that if you are in an Intercompany Transactions company, the only posting journal you can print is the Invoice Posting Journal.
From Posting Sequence and To Posting Sequence. Type the lowest and highest numbers in the range of posting sequences for which you want to print journals.
A unique posting sequence number is assigned each time you post batches. These fields display the lowest and highest posting sequence numbers in your Accounts Payable system for the type of journal you select. (You use the Clear History form to clear posting sequences for the journals you have already printed.)
Reprint Previously Printed Journals. Select this option if you want to print additional copies of journals you printed before.
Do not select the option if you want to print only the journals you have not already printed from the specified range of posting sequence numbers.
Include Job Details. Select this option to include job-related information, such as the contract, project, and category, with each transaction printed. (The option to include job details is available if you use Sage 300 ERP Project and Job Costing. It is not available as an option in an ICT company.)
Include Optional Fields. Select this option to include optional field information for each printed transaction. (The option is available only if you use optional fields.)
Include G/L Ref./Desc. Select this option to print the G/L reference and description with each transaction.
Sort By. Specify the order in which to list transactions on the posting journal:
- Batch/Entry — lists transactions in order by the batch and entry numbers they were assigned when you entered them.
- Vendor Number — lists transactions in order by their vendor numbers.
Document Date — lists transactions in order by the dates that you entered when you created the transactions.
The name of this choice varies with the type of journal you want to print. Select Adjustment Date when you are printing adjustment posting journals.
Document Number — lists invoices, credit notes, debit notes, and interest charges by their document numbers.
Select Check Number to list payment transactions by the check or payment number you entered with each transaction or by the numbers that are assigned by Accounts Payable to transactions entered without numbers.
Select Adjustment Number to list adjustment transactions by the adjustment number that Accounts Payable assigns to the transactions when you create them. This option lists transactions in the same order as sorting by batch and entry number, unless you create transaction batches in a non-sequential order. For example, if one person opens an adjustment batch but does not enter the adjustments until after a second person has opened a second batch and entered transactions, then the transactions in the second batch would be listed first.
- Click Print.
If printing to a printer, Accounts Payable displays the print destination form to let you confirm your printer selection and change the number of copies to print. Choose OK if the settings are correct; otherwise, choose Cancel or Setup.
If printing to a file, Accounts Payable displays the name of the file, so you can change it or cancel printing.
If printing to the screen (preview), Accounts Payable displays the report. If you want, you can then export it to a file or send it to the printer.
If printing to an e-mail, Accounts Payable displays an e-mail message form for you to fill in, and inserts the report as an attachment when you choose Send.
If printing to a schedule, Accounts Payable displays the Schedule Report form.