Post Entries from Holding Files

Help Home | System Home | Core | Errors |

The General Ledger system has been designed to allow entries from other ACS applications to be stored in holding files, rather than being posted direct. This is controlled by a code in the General Ledger company information file. You can set this code by taking Maintain Company Information from the main General Ledger Menu.

The operators for the other ACS applications do not have to know how the code is set. They simply take the post to General Ledger options as normal. If you have your General Ledger coded to retain these entries in holding files, then you can post these entries at any time. This becomes very beneficial at month end when you may not have the General Ledger system up to date, but the other applications are needing to post and move on to the next month.

If you have selected to retain the entries in holding files, you will use Post Entries from Holding Files to post entries from these holding files. There will be a maximum of one holding file for each day of the month. If two systems, such as payroll and accounts payable, post on the same day, the entries will be combined in one file for that date.

You will be asked the date range to post. Normally you will post the entire month at one time. Always be sure that the previous month has been closed before you start posting a new month. Use MMDDYY format for the date range.

You will receive a list of all holding files in the date range. Normally you will want to post every file in the date range, but if you are uncertain about a file, or you know a change needs to be made, you can click Review to access any holding files.

If the dates appear to be correct, just click Post to post the entries to the general ledger.

If you do wish to review a file, you must highlight the the file date before clicking Review. . All entries in that file will be displayed. They will be listed in the same order as they appeared on your distribution report. If you have entries from more than one application, such as payroll and check book, the entries will be grouped by application. You can change any entry. Be sure to change both the debit and the credit, if you attempt to change any entry.

Once the entries have been posted, the system will automatically dump the holding files from you disk.