Create Batch Form — Overview

Use this form to:

• Produce a batch of general ledger transactions (or append to an existing general ledger batch) from the receipt, invoice, return, credit note, and debit note transactions you posted in Purchase Orders.

You can use this form to produce G/L batches only if you selected On Request Using Create Batch Icon for the Create G/L Transactions option in the G/L Integration form.

• Post a batch of invoices in Accounts Payable from invoices or credit/debit notes posted in Purchase Orders.

You can use this form to post A/P invoices only if you selected On Request Using Create Batch Icon for the Post A/P Batches option in the P/O Options form.

If you do not use Sage ERP Accpac General Ledger, or if your Sage ERP Accpac General Ledger system is at another location, Purchase Orders appends its general ledger transactions to a file called pogltran.csv, which can be imported by an 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 Purchase Orders, all general ledger transactions are placed in the same CSV file, and that each time Purchase Orders creates transactions it asks whether to add to the file, or replace it.

Before you begin

• Select the On Request Using Create Batch Icon and other general ledger options on the Integration tab of the G/L Integration form.

• Select the On Request Using Create Batch Icon for the Post A/P Batches option in the P/O Options form.

• Run Day End Processing in to update the company’s Purchase Orders data.

• Print the G/L Transactions report, then file it with your audit trail reports. (You must print the report before using the Create Batch form. When you create general ledger transactions, the data for the G/L Transactions report is deleted from Purchase Orders.)

Locked fiscal periods

Note that if a fiscal period is locked for General Ledger but not for Purchase Orders, you can create batches for General Ledger during posting, during Day End Processing, or using the Create G/L Batch icon (depending on your system and 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 Purchase Orders transactions before locking the period for General Ledger.

Similarly, you can create transactions for Accounts Payable from Purchase Orders transactions, but you cannot post them to a period that is locked for Accounts Payable.

To create the general ledger batch (and optionally post it in G/L)

1. Choose the Create Batch icon from the Periodic Processing folder.

2. Select the Create G/L Batch option.

3. 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.)

4. Click Process.

Depending on the options you chose in the G/L Integration form, Purchase Orders will create and optionally post the G/L batch in the General Ledger module.

To post the A/P Invoice batch in Accounts Payable

1. Choose the Create Batch icon from the Periodic Processing folder.

2. Select the Post A/P option.

3. Click Process.

After using

• Post the batches in Sage ERP Accpac General Ledger, if you use it.

• 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.

You use the following buttons in the Create Batch form:

• Click the Process button to create the general ledger batch.

• Click the Close button to close the Create Batch form.

See also

Clear history

Periodic processing