Post Batches
All transactions must be edited (checked for accuracy) and verified prior to posting them into the General Ledger system. After transactions have been verified and are in the U | Ready to post status, they can be posted.
Warning
Once a transaction has been posted, it cannot be changed. In order to correct any issues, you must perform a reversing transaction to cancel out the incorrect transaction and then replace it with the correct information.
Post a Batch
Tip
If you selected the Generate the Post Report checkbox, the report will open or save in whichever format(s) you select.
On the Batches page > Batch List, search for the batch you want to post.
Click the linked Batch Number to open the Batch Details page.
Review and verify information about the batch and included transactions.
Make sure the batch status is U| Ready to Post.
Click the Batch options drop-down.
Select Post.
On the Post Batch? pop-up, review the batch details in the Ready to Post section. Decide if you want to include the Post Report by selecting or deselecting the checkbox and choosing a layout and format.
Tip
If you select a batch that has validation issues, or is already posted, the Batch Options button will not allow you to select Post. However, while you can select an invalid or posted batch from the Batch List and click the Post button on the main Batches page, you will simply see an Unable to Post pop-up that will provide the reason the system cannot post the batch. If this happens, click OK.
Click Yes, post.
On the Batches page, Batch List, search for and select the batches you want to post.
Click Post.
A pop-up will appear with one or two sections: Ready to Post and Unable to Post. You will need to review the selected batches and confirm if you want to continue posting.
Ready to Post:
The list of batches in this section have passed all validation and can be posted to GL. Check your batch details before continuing, and if you see a batch that shouldn't be posted yet you can click the Remove icon
. Under the list of batches ready to be posted, there is a checkbox option to Generate Post Report. Selecting the checkbox will allow the system to produce a post report in the layout and format you select. Deselecting the checkbox will post the batches but will not create a Post report.
Tip
If you choose not to generate a report at posting, you can always go back to the Batch Details page and select Generate report from the Batch Options drop-down.
Unable to Post:
If there are any validation errors or issues causing the selected batches to fail verification, they will be listed here with their current status and the reason they cannot be posted. All issues must be fixed before the batch can be posted to GL.
Tip
Batches with a C or S status cannot be posted.
Click Yes, post.
Note
Only posted batches can be reversed in J1 Web.
Select the checkbox next to the row of the batch you want to reverse.
Tip
You can only reverse one batch at a time.
Click the More drop-down and select Reverse.
Tip
If a batch cannot be reversed, the Reverse option will be inactive in the drop-down list.
In the Reverse Batch? pop-up window, select a new source code, write a brief description, and enter a date for the batch.
Tip
The original source code and batch number values will be entered by default. The new batch number is auto-generated by the system.
Click Yes, reverse.
Warning
When you're ready to Generate Post Report for selected batches, be sure you're including no more than 30 batches at a time to prevent system errors.
Select the checkboxes next to any rows you want to include in the Post report.
Click the More drop-down and select Generate Post Report.
In the Generate Post Report pop-up window, you will see the selected batches listed in one of two sections:
Ready to Generate: batches listed in this section will be included in the Post report.
Unable to Generate: batches listed in this section will not be included in the Post report.
Click Yes, generate.
If you do not see a Post batch button, that means you do not have the correct permissions to post the batch.
If you've already posted batches and you either need a new copy or you didn't generate a Post Report during the process, you can go to the Batch Details page for the posted batch, open the Batch options drop-down button, then click Generate Report.
Yes, Created By and Posted By fields are populated and displayed on the Batch List page as well as within the Batch as you view the details. They are also clickable links that open that person's Summary page so you could send them a communication if needed.
A batch will be locked when an approved user selects one or more batches from the Batch List and clicks one of the following options:
Post
Summarize
Reverse
Delete
Any batches that appear in the Ready to... section will be locked to other users until the action is complete. If the user becomes inactive before the action is complete, the batches will be locked for 30 minutes, then become unlocked for use.
It is very important to check and verify batch information before posting, because a posted batch cannot be deleted.
Once a transaction has been posted, it cannot be changed. In order to correct any problems, you must perform a reversing transaction to cancel out the incorrect transaction and then replace it with the correct information.