Transfer Transaction Batches to GL

Navigator > Tasks > [Module] > Transfer to General Ledger

You can transfer summarised or detailed journals to the GL. This will generate a Transaction Batch for the GL to allow you to keep the GL up to date. You will be asked for the latest period to transfer up to. Batches are created for the specified period and all prior periods where there has been transaction activity that affects the GL. You can only select periods up to the latest period available for processing. Batches created will have separate entries for each transaction entered, so for each transaction the relevant control accounts and sales accounts are debited or credited. The dates for the lines in the batch are the transaction dates. Transfers will always be up to at least the period specified the previous time the transfer was completed.

You can integrate JC and IC with the GL, and you can select the level of detail transferred from Navigator > Setup > [Module] > Settings > Integration tab > Integrate to General Ledger. Select from:

Summarised

The batch created will:

Debit the stock on hand account in the balance sheet.
Credit the closing stock account in the trading account with the increase in stock value since the last transfer.
Create separate lines in the batch for each Transaction Type for each Product, by Branch and Department (in Accredo Saturn).
If the stock value has decreased, the stock on hand account will be Credited and the closing stock account debited.

Detailed

The batch created will have separate entries for each transaction entered in IC, so for each transaction, the relevant stock on hand and closing stock accounts will be debited or credited.

GL Accounts are specified for each Stock Group regardless of whether Summarised or Detailed is selected. The transfer checks if a GL Account has changed since last transfer and if so, journals ClosingStock and StockOnHand between the appropriate accounts. The batch is created in the Current Period (even if transfer is not up to Current Period), as this is considered the most likely assumption as to when the GL Accounts changed. You can Transfer to GL many times, and Accredo will always transfer up to at least the period specified the previous time.

Modules that can be transferred are:

Accounts Receivable (AR)
Inventory Control (IC)
Accounts Payable (AP)
Cash Book (CB)
Fixed Assets (FA)
Job Costing (JC)
Goods and Services Tax (GST)

To transfer a batch to the GL:

Go to Navigator > Tasks > [Module] > Transfer to General Ledger.
Ensure the Transfer up to period is correct - this defaults to the Transfer up to period selected when the previous Transfer to General Ledger was performed for the module.
Click OK (F9). GL Batches Transferred shows the batch created. Accredo will create a batch for each period with transactions that have not been transferred. If there are no transactions to transfer, a message will be displayed.
You can double-click the batch, or click Open (F12) to view transactions in the batch in the GL Enter Transactions window.
You can select to Post selected (Alt+T), or Post all up to current period (Alt+A).

Posting batches

Batches may only be posted within the first and last available period, and must balance with total debits equalling total credits. The transactions in the batch will be posted to the accounts.

Following posting:

Standing Journal Batches are replicated as a new unposted batch for the next period.
Reversing (In) batches are replicated as a new unposted batch for the next period with debits and credits reversed.
The class on the new batch is Reversing Out.

Posting batches - Errors

The message "Posting has been cancelled" may appear. You must correct errors to continue. The batch error will appear in the list. Click Open (F12) then Edit (F11). Edit includes navigation keys to locate errors on lines. Check the Batch Total to make sure Debits equal Credits. Other possible errors on lines are:

Account not found - The account specified does not exist. This also occurs if the account number is blank. If the batch is a Module Batch, as well as correcting the batch, correct the subsidiary ledger account numbers to prevent this recurring.
Account wrong type (not Standard) - You are attempting to post to an invalid account type (such as to a heading, total or non-posting account). For a Module Batch, this may be an error in specifying the account numbers in a subsidiary ledger.
Date not within Period - Dates on all lines must be within the date range for the period specified. Correct this by changing the date or the period for the batch, as appropriate.
Branch not found - The Branch specified does not exist, also occurs if the branch is blank. (Accredo Saturn Only)
Department not found - The Department specified does not exist, also occurs if the department is blank. (Accredo Saturn Only)

Integration with modules

Transferring batches to the GL, places Transaction Batches in the list of unposted GL Batches. Post batches to integrate. Unposted batches may not be valid for posting if account numbers and GL control codes have not been correctly setup in subsidiary ledgers, or if changes have been made to the Chart Of Accounts. Correct these by editing these batches in the same way as editing batches entered directly to the GL.