A/P Posting Journals Screen

Overview

A posting journal is the printed record of the transactions in a group of batches that were posted together. It provides an audit trail of all uncleared details that have been posted.

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.

You use the A/P Clear History screen to clear the data for the journals after printing.

When to Print

You should print posting journals after each posting run, then file them with your other audit trail records.

Note: You must print all outstanding posting journals before you can use the A/P Clear History screen to clear them or use the Year End screen to do year‑end processing.

Information Printed on This Report

The report can include the following information:

• The original batch and entry number for each transaction. Use these numbers to trace transactions back to their batch listings.

  If you do not consolidate general ledger transactions (using the Consolidate G/L Batch option on the A/P Options screen), you can use these numbers to identify the transactions on the G/L Transactions report.

• Tax information appears only on the Invoice Posting Journal, showing the total tax for each tax authority on each invoice, credit note, or debit note.
• Optional information that you can choose to include on the report (such as optional fields, if you use them), job‑related information (if you use Project and Job Costing), or the General Ledger detail reference and description used with transactions.

• The Payment Posting Journal includes an Adjustment and a Discount column, listing any adjustments made to documents in the Payment Entry screens and discounts taken when payments were applied to documents.

  You can make adjustments during payment entry if the Allow Adjustments In Payment Batch option is selected on the A/P Options screen.

• The Adjustment Posting Journal includes a Debit and a Credit column, listing the general ledger account number or distribution code to which each debit or credit was posted.

• A summary page.

  The Invoice Posting Journal includes a summary tab that lists separate totals for invoices, debit notes, credit notes, and interest invoices.

  The Payment Posting Journal summary tab lists totals for adjustments, discounts taken, and payments.

  The Adjustment Posting Journal summary tab lists the totals of debits and credits.

• A General Ledger Summary lists the total amounts of the transactions that were created for each general ledger account used in the posted batches. These transactions are placed in the general ledger batches Accounts Payable creates in Sage 300 ERP General Ledger, if you use it, or in the batches that are produced for you to transfer to another general ledger system.

If you use multicurrency accounting, the posting journals also include the following additional information:

• The currency, exchange rate, and rate date for each transaction.

  The Payment Posting Journal shows exchange rates for vendors and banks that do not use the functional currency.

• The total for the transaction (and the total tax, for invoice posting journals) in the functional currency as well as the source currency.
• A Summary tab which lists totals for each source currency used in the report, as well as the equivalent totals in the functional currency.
• The amounts on the General Ledger Summary tab are shown in their source currencies, with the corresponding equivalent amounts in the functional currency.

• A Revaluation Posting Journal includes the transactions that are created for the general ledger exchange gain and loss accounts when you revalue multicurrency documents at new exchange rates.

  This report groups transactions by posting sequence, and for each posting sequence they are grouped and totaled by account set.

  Note: If you do a provisional revaluation, you can also print the Provisional Revaluation Listing, to check the transactions that will be created when you post the revaluation. (Posting sequence numbers do not appear on the Provisional Revaluation Listing because no transactions are posted when you revalue provisionally.)

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