Before entering any journals, a batch will need to be created. Each batch has an automatic unique batch number and an internal reference number (automatically allocated or defined). The process to create a batch header is generic to all ledgers.
From the General Ledger module select the Journals submenu.
Select Journal Batch option.
Journal Batch screen
The GL Journal Batches screen will be displayed listing all the current batches, the current status and a description of the batch. This will enable you to either select the batch required, to add additional transactions or to create a new batch.
Click Add.
The GL Journal – Add Batch screen is displayed and enables you to enter the details for the batch header.
GL Journal – Add Batch screen
Enter the details for the new batch in the relevant fields.
Field | Description |
Financial Period | The period end date that all the transactions in this batch will be posted to, for example 115 – 31/07/14, 1 = the period, 15 = the financial year, 31/07/14 = the month ending |
Transaction Date | The transaction date used for all transactions within this batch – this will default to today’s date. |
Template | To base transactions in the batch on a template, select the template. Templates are defined using Standing Journal Maintenance. |
Transaction Types | Select the transaction type of the transactions included in the batch. |
Description | A unique description to identify the batch, i.e. Int ref 1404001 Telstra cost reallocation from 6402>6403 |
A transaction type “code” is allocated to enable you to identify different categories of a journal transaction, i.e. Accruals, Depreciation and so on.
If there is more than one transactin type available, Coins ERP+ uses this as the default transaction type on each new transaction, but you can choose a different transaction type for individual transactions.
Code | Transaction Type Description |
ACC: | Accruals entered in a journal and a reversing journal, i.e. it is a journal that reverses out in the following period |
CPJ: | Cash Profile Journal – With Cash |
DEPN: | Depreciation Journal |
INT: | Manual intervention is required. If a batch hangs select the Open button of the batch and select INT |
JNL: | To move costs from one cost code to another |
JNL | GL/JC Journal |
OPB | Opening Balance Load |
REV | Reversal of Accrual |
5. Click Save.
The GL Journal Batch screen will be displayed, showing the batch header information. The batch number has been allocated, along with the reference number. The description is also displayed to enable you to identify the correct batch. Two tabs are available, Batch and Transactions.
GL Journal Batch screen
6. Select the Transactions tab to enter the details for transactions to be included in the batch.
GL Journal Transactions
On the Transactions Tab of the Journal Batch, click Add (
).GL Journal - Add transactions
Enter the details of the transaction in the relevant fields.
Field | Description |
Type | The type of account (contract, General Ledger, asset, workshop, VAT or part exchange account) to which you are entering the journal. Some options may not be available to you; this is determined by GL Security Maintenance. |
Unlabelled Field | If the transaction is to an account other than a General Ledger account, this shows: Rev if the transaction is a revenue journal. Input if the transaction is input VAT. Output if the transaction is output VAT. Cost if the transaction is a cost journal |
Analysis | Financial analysis where you want to record the value of the transaction GL Account Lookup |
Value | Value of the transaction. If the Rate field on the batch header is not zero, Coins ERP+ calculates the value of the transaction from the quantity, when you complete the line. To enter alternative base currency values manually, leave the value in this field as 0.00. |
Currency | Currency code of the transaction |
Description | Description will default to either the batch header or the previous transaction or you can enter a specific description per transaction line. |
Date | Date of the transaction |
Quantity | The quantity for the transaction. |
Units | The unit of quantity. |
3. After entering each line, click Save (
) to store the details.
4. Once you have completed your entries, click Next (
)
The GL Journal Batches screen is displayed listing all the batches, sorted in batch number order.
5. Locate your batch and it will show the status as Unposted.
GL Journal Batches
You can now post the batch.
Coins ERP+ will not allow you to post an incomplete/unreconciled batch.
GL Posting Journal Batches
A batch needs to be posted to the ledger to enable the journals entries to be distributed to the relevant Contracts and Departments. Batches can be posted individually or collectively. The batch can remain in an Unposted Status until all the relevant transactions have been entered.
From the General Ledger module select the Journals submenu.
Select Journal Batch.
Locate the batch to be posted from the batch listing and tick the tickbox next to the batch details.
Choose a posting option from the action menu and click Apply Action (
).The actions you can apply to these records include:
Post GL Batches allows you to post the batches you selected.
Post GL Batches with Report allows you to post the selected batches with a report.
GL Batch Posting/Listing Report allows you to create a cost posting/listing report of the selected batches.
GL Journal Batches - Actions
You return to the GL Journal Batch screen and the status will be updated to Posting, while it is being processed.
Once complete, the status will change to Posted.
Optimising GL Batch Posting
Occasionally a posting process may fail after posting in certain modules or after processing some of the transactions within the batch. This can cause data integrity concerns (one module is updated, and another is not) and errors reconciling modules or reports.
Two GL parameters, SAFEPOST and PSTEXVAL, allow you to adjust the GL journal batch posting process, to choose the preferred balance between performance and stability.
SAFEPOST
GL/SAFEPOST can be set as follows:
blank. This means the old method is used for GL batch posting. In this case the whole batch is validated before posting, but individual batch lines are not fully validated in advance. Batch lines are validated and posted one by one and if any issue is found the batch might be left partly posted. This functionality will be removed in future.
One-Pass Posting means that all batch lines are quickly tested before the real posting. However, only simple checks of line amounts, NR GST and Inter-Company fields are done here. If any issue is found during these simple checks, information about it is shown in the report and the real posting is not started. If the simple checks are passed, but any issue is found later during the posting, the process is interrupted. The batch is left partly posted after this and information about the first invalid line issue is shown in the report.
Two-Pass Posting means that batch lines are posted twice. The first pass is just a trial posting. If any issue in any line is found on this pass, nothing is posted. It is possible to exclude some actions on this pass using the PSTEXVAL parameter.
Continuous Posting means that all batch lines are tested quickly and if everything is fine with the line amounts the real posting is started. If any issue is found in a line during posting, the problem line is ignored but the posting process is not interrupted. The batch is left partly posted after this, but information about issues in all invalid lines is shown in the report.
PSTEXVAL
If you are using “Two-Pass Posting”, GL/PSTEXVAL can be used to identify one or more checks that do not need to be done during the first pass (for example, because you know from experience that these checks always pass):
1 - intercompany batch creation.
3 - contracts.
4 - assets.
5 - workshop.
6 - part exchange.
7 - lettings.
8 - GST.