The Post To Accounts form is accessed via Contract Administration / Invoicing Procedures / Post To Accounts.
Once the system is "live" this procedure is normally run within the End-Of-Day (within Timed Procedures) and performs all of the necessary postings. However, if the system is running in test mode an information form is displayed.
The form is split into three areas. These are the Titlebar, the Post To Accounts Dialogue Box and a series of Command Buttons at the bottom of the form.
In addition to displaying the form name the Title Bar provides a number of useful buttons.
This form displays the following two mutually exclusive menu options:
Aborts the procedure and returns to the Final Washouts Menu.
If the system is running in test mode a form is displayed containing the following information:
- Unprocessed
Records in the pending file that are not yet validated and have no status linked to them.
- Held Records
Items that are validated but require correction prior to being allowed to post through to Accounts.
- Unbatched Records
Records that have not been selected at the Batch All Entries stage. This may be because they are set to "Held Batch".
- Awaiting Pre-Posting
Records in the file that are either Unprocessed or Held and therefore not available for posting.
- Make-up Postings
Budget postings calculated from the various contract profile records.
- Unprinted Batches
Batched invoices that are not yet printed.
- Printed Batches
Records that have been printed and are now available for posting together with the Make-up postings.
- Posted Records
Records in the Pending File (IPend) that have previously been posted and are waiting for the purge option to be run. The purge option deletes the posted items from the file.
- Total Records
The number of records in total.
- Posting Reference
This field can be edited. The default reference is the date and time of entry into this menu option. This may be overridden but should still remain unique. The reference goes to the Accounts module with each of the postings.
- Posting Description
This field can be edited. It is the description linked to the Posting Reference. The system defaults-in Batch Posting. The description is not carried through to the Accounts module.
After completion of the above form, the system presents a further sub-menu displaying the following options:
- Re-Edit
Returns to the Posting Reference and Posting Description fields to allow amendment.
- Make Postings
Processes the entries through to the Accounts Buffer for onward transmission to the Sales, Purchase and Nominal Ledgers. In a "live" system this option is only available in the End-Of-Day option.
The posting action may be undertaken in one of three ways:
a Open Item Posting Each posting is sent through to Accounts in a one-to-one basis. b Consolidation of all Budget Postings Only one entry per Nominal code for a specific invoice date is sent to the ledgers, leaving the invoices to go through open item. c All Consolidated Only one line entries go to the ledgers, dependent upon invoice dates. If the system is set to consolidation, either in part or in total, then the posting operation cross-references the items posted through another file (FC.consl) which is the consolidation file. This is validated back to the pending file prior to any postings being made to the Accounts module, this ensuring that the end values are the same in the consolidation file and the pending invoice file.
If an error is found then the system does NOT post. However, notification is given of the error to enable corrections to be made.
If the system fails during the Post to Accounts and the file is left in a partially updated format, then a recovery from backup is required via Recovery Procedure. For this reason the system forces the posting to happen in End-Of-Day operation after the backup process has occurred.
- Abort
Returns to the Invoicing Procedures Menu without taking any action.
A number of command buttons are available:
Confirms and proceeds with the selected menu option.
Cancels any menu options and returns to the Invoicing Procedures Menu.
Provides online access to a context sensitive Help form.