Create a GL Batch - GL Transaction Processing
- Aliena Somers
Pathway: Accounting > GL Transaction Processing
GL Transaction Processing consists of four screens that allow you to review all transactions posted in Navusoft by GL Account, and create new GL batches to post to your general ledger. Transactions displayed on the screen are organized by A.R. period, and Type.
Prerequisites
Batches are not able to be included in GL processing if there are any errors linked to them. Follow the steps below to resolve any setup errors the system has identified.
1. Review Setup Errors
Setup for GL accounts is reviewed when the GL Transaction Processing screen is opened. Setup Errors will show missing accounts or bad setup that must be reviewed to make necessary changes. To review:
Select the ‘Setup Errors’ link to open the GL Setup Errors popup window.
Review the Setup Warning column for the reason a warning was triggered. This is only informational and is not a link to the setup tools.
Leave the GL Transaction Processing tool and navigate to the location(s) setup is needed.
After setup has been fixed, return back to GL Transaction Processing and Load the Pending screen again. This will trigger the system to review Setup for GL accounts once again and clear the errors that were fixed.
2. Review Transaction Errors and Fix Errors
This step assumes Setup Errors have been reviewed and fixed and the Pending screen refreshed.
In the event an error count displays in a batch’s Errors column AFTER setup was fixed, select the error to view the affected GL Account. If setup is correct and expected GL changes are correct, select Fix Errors.
Create a GL Batch
After a batch has been created, it is available to view and Post from the In Progress tab.
From the Pending tab:
Select the AR Period. Only transactions from the selected period will display.
Select Type to filter and display a specific type of transaction on the screen.
Select all the transactions you would like to include in the batch.
To select all transactions, check the empty box in the upper left-hand corner of the header. Otherwise, check the box to the left of each transaction that the batch should include.
Select Create GL Batch and a Confirmation window will display.
Enter a note to display along with the batch.
Select Create Batch.
In Progress Batches
Use the In Progress tab to review GL batches before they are posted. This screen (and the Posted screen) features drill down functionality to view information by GL account and then by transaction.
If needed, reverse a batch from In Progress back to Pending by right clicking within the row of the batch and selecting Reverse Batch.
Post a GL Batch
To post a GL batch after it has been reviewed, the following steps are used.
From the In Progress tabs:
Right click on the batch that is ready to be posted.
Select the Post Batch from the list of options that display.
When the Confirmation window Select Yes to confirm. The batch is now posted.
Export a GL Batch
To Export:
Select the In Progress tab if the batch has not been posted, or the Posted tab if it has.
Right click on the batch you would like to export.
Select Export Batch from the list of options that display and the Batch will be exported to Excel.
Summary
A view summarizing all GL account activity for a selected period and batch status is available in the summary screen.
View GL Account Details
To review the details of an account, select the underlined credit or debit value from the column in review and the details will display.