Accounts Payable > Post Data to General Ledger

Financial reports are very important towards the achievement of the goals and objectives of any organization; thus, it is necessary to have updated financial information when you need them and not only when you are done closing your current period. This is the reason why in AccountMate Enterprise, you can perform transfers of data from the subsidiary modules to the General Ledger module.

The Post Data to GL function allows you to transfer transactions from the Accounts Payable and Purchase Order modules to temporarily update the information in the General Ledger module. You can perform this function as often as needed. This feature is especially helpful if you have transactions that must be included in the financial reports. You can transfer transactions to the GL module at any time and as often as necessary.

Note: The Post Data to GL function is available only if you have activated the General Ledger module and marked the Accounts Payable checkbox in the Post Data to GL area in the General Information page of the GL Module Setup function.

To post Accounts Payable and Purchase Order data to the General Ledger module, perform the following steps:

1.Access the Post Data to GL function from the Routine Tasks menu of the Accounts Payable module.

2.Before starting the transfer, review the reminders in the AP Post Data to GL function screen. These reminders are as follows:

•You can post data to GL at any time and as many times as you want.

•The process will overwrite any data previously posted to GL using this function from this module. Postings of data during a period are not cumulative because each posting of data overwrites the last transfer of data made during the period and transfers the data again for the period to the General Ledger.

•Period-End Closing will perform the final posting of data to GL.

•Post Data to GL is not required prior to period-end closing.

3.When you are ready, click the Start button to initiate the data posting. The system will only update posting accounts in the GL module. Posting accounts are GL Account IDs with posting account type in the Information page of the Chart of Accounts Maintenance function.

4.When the Post Data to GL is completed, a message is displayed confirming that the transfer is successful. Click the Ok button to acknowledge the message.

Notes:

•Performing Post Data to GL in Accounts Payable will also transfer transactions from the Purchase Order module.

•It is strongly recommended that you review the transactions in the accounts Payable and Purchase Order modules to be transferred to the General Ledger first before you perform the Post Data to GL function to check the accuracy of the transactions to be transferred. You can generate the AP Transaction Journal Entries Report from the Reports menu of the Accounts Payable module to review the transactions that have not yet been permanently transferred to the General Ledger.

•The system will ALWAYS transfer the transaction to the General Ledger in details; whether or not the account is to be transferred in summary as configured in the Chart of Accounts Maintenance function.

•Unposted existing transaction is not posted to General Ledger if it falls to a restricted period.

Q. What happens after performing the Post Data to GL function?

A. Posting data to GL using the Post Data to GL results in the following:

1.Immediately after the posting, the data will appear in the general ledger reports and statements that you run for the affected periods.

2.Existing transactions that falls to a restricted period are not posted to General Ledger.

For example: Assuming that you posted an invoice with a posting date of August 10, 2020 and the current period defined in your AP Module Setup is July 1-31, 2020. This transaction will still be included in the AP Transaction Journal Entries Report; however, your account balances will still be stated fairly in July 2020 because the system will post that transaction in August 2020.

Post Data to General Ledger

Post Data to General Ledger

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