Create Batch Form — Overview
Use the Create Batch form to:
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Produce a batch of general ledger transactions from posted shipments (or append to an existing general ledger batch) and optionally post them automatically.
You can use this form to produce G/L batches only if you selected On Request Using Create G/L Batch Icon for the Create G/L Transactions option in the G/L Integration form.
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Post a batch of invoices in Accounts Receivable from invoices or credit/debit notes posted in Order Entry.
You can use this form to post A/R invoices created by Order Entry only if you selected On Request Using Create Batch Icon for the Post A/R Batches option on the Processing tab of the O/E Options form.
Locked Fiscal Periods
Note that if a fiscal period is locked for General Ledger but not for Order Entry, you can create batches for General Ledger during posting, during Day End Processing, or using the Create G/L Batch icon (depending on Order Entry's G/L Integration settings). When you try to post transactions to a locked period in General Ledger, however, the transactions will be placed in an error batch. You can avoid this situation if you create and post General Ledger batches for outstanding Order Entry transactions before locking the period for General Ledger.
Similarly, you can create transactions for Accounts Receivable from Order Entry transactions, but you cannot post them to a period that is locked for Accounts Receivable.
If you do not use Sage ERP Accpac General Ledger, or if your Sage ERP Accpac General Ledger system is at another location, Order Entry appends its general ledger transactions to a file called oegltran.csv, which can be imported by a Sage ERP Accpac General Ledger at another site, or transferred to another general ledger that you use. The file is in a Comma Separated Values (CSV) format, and is created in the same directory as your company database.
Note that if you do not use Sage ERP Accpac General Ledger in the same database as Order Entry, all general ledger transactions are placed in the same CSV file, and that each time Order Entry creates transactions it asks whether to add to the file, or replace it.
Before you begin
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Select the On Request Using The Create G/L Batch Icon and other general ledger options on the Integration tab of the Options form.
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Run Day End Processing in to update the company’s Order Entry data.
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Print the G/L Transactions report, then file it with your audit trail reports. (You must print the report before using the Create G/L Batch form. When you create general ledger transactions, the data for the G/L Transactions report is deleted from Order Entry.)
To create the general ledger batch
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Choose the Create Batch icon from the Periodic Processing folder.
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Specify the day-end number up to which to create general ledger transactions. (You create the transactions for all outstanding day-end numbers up to and including the number you specify.)
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Click Process.
After using
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Post the batches in Sage Accpac General Ledger, if you use it.
Order Entry will automatically post the batch in the General Ledger program if you selected "Creating and Posting a New Batch" for the Create G/L Transactions option in the G/L Integration form.
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If you use a different general ledger, import the CSV batch file into your general ledger, then delete the file.
Or,
Using the G/L Transactions report, transfer the entries to your general ledger manually, then delete the CSV batch file.
See also