Create G/L Batch

Sage ERP Accpac Order Entry 6.0

Create G/L Transaction Batch

Overview

You use the Create Batch form to create general ledger batches if you do not automatically create G/L transactions when you post transactions or when you run Day End Processing.

You can find out how you currently create G/L transactions by looking at the Create G/L Transactions option on the Integration tab of the G/L Integration form (in the O/E Setup folder).

The Create Batch form performs two separate operations:

Produces a batch of general ledger transactions from posted shipments (or appends to an existing general ledger batch) and optionally posts 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.

Posts 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.

Before you start

If you use Sage ERP Accpac General Ledger, print the G/L Transactions report, before using the Create G/L Batch form.
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 remote site Sage ERP Accpac General Ledger, 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 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.

Always add to a CSV file. If you overwrite it, you will destroy all transactions that are already in the file.

Select G/L batch creation and posting options on the Integration tab of the G/L Integration form.
Run Day End Processing to complete processing and update the Order Entry and Inventory Control data.
Print the G/L Transactions report, then file it with your audit trail reports.

To create a batch of G/L transactions:

Open Order Entry > O/E Periodic Processing > Create Batch.

Specify the day-end number through which to create general ledger transactions. (You create the transactions for all outstanding day-end numbers up to and including the number you specify.)
Optionally, select Post A/R Batch if you also want to post invoice transactions created by Order Entry in the Accounts Receivable program. (See the Overview notes.)
Click Process.

After using

If you use Sage ERP Accpac General Ledger:

Post the batches in Sage Accpac General Ledger (unless they are posted automatically).

If you use a different general ledger,

Import the CSV batch file into your general ledger, and then delete the original CSV file.

Using the G/L Transactions report, transfer the entries to your general ledger manually, and then delete the CSV batch file.