Automatic posting
The module Automatic posting enables the automatic posting of the following documents:
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HINT
For automatic posting to work properly, the settings described in the chapter Automatic posting must first be defined.
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In the menu, you can also select an automatic posting template that needs to be set up in advance.
Below is an example of automatic posting of received invoices in PANTHEON.
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CASE SUMMARY
Ashley Accountant, Head of Finance and Accounting at Tecta, wants to post some invoices received through automatic posting. Automatic posting is easy and allows the accountants to work faster when posting the invoices issued/received. She does this as follows:
- Selecting the type of automatic posting
- Entering the document type criteria
- Entering the posting criteria
- Setting up the posting type
- Selecting the posting method
- Posting invoices received
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1. Selecting the type of automatic posting
The person responsible opens the menu Financials | Automated posting and the type of documents to be posted.
In this example, the person responsible selects the document type Invoices received.
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Warning
When Automatic posting of invoices received is used, only document types from the menu Goods | Receiving that have document type – receiving marked in the Document types register can be posted.
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The automatic posting form is divided into two sections: the upper and bottom, as indicated in the image below.
2. Entering the document type criteria
The person responsible starts by entering the data in the upper section of the form, where the criteria for displaying and posting the receiving document are entered.
In the section Document types, it is mandatory to select which document types will be used for posting.
In our case, the following types of documents are selected:
- 1000 - Purchase - Materials warehouse
- 1001 - Purchase - BAR
- 1002 - Purchase - Retail
- 1003 - Purchase - Wholesale warehouse
- 1100 - Fixed asset purchase
- 1200 - Invoice for costs
The person responsible limits the list of documents to be posted by entering the date range for the delivery of goods.
In this case, the person responsible enters the date 1.3. in the field Delivery received from and 31.3.2022 in the field Delivery received to.
The field Supplier is left blank, because the person responsible wants the lines from all suppliers' invoices received to be filled in below.
If the person responsible wants to post documents from only one supplier, person responsible must select this specific supplier from the drop-down list showing data from the Subjects register.
3. Entering the posting criteria
The person responsible then enters the criteria at the bottom of the window.
After this, the status of the documents to be posted is defined.
In the section Document status of the form, the person responsible enables the radio button Not posted.
Once the list of documents has been narrowed down accordingly, the the button Find is clicked.
The program displays a list of documents to be posted in the bottom part of the window.
4. Setting up the posting type
Then, the person responsible sets up the Posting type. To create a new journal entry, the radio button Create is enabled. To merge the posts of the found documents into an existing journal entry, the radio button Append is enabled.
In this case, the person responsible enables the radio button Create and selects the journal entry to be created from the drop-down list: 4300 - Invoices received.
The fields Target date and Posting date are populated automatically with the dates 31.5.2022 and 31.5.2022, respectively. If the dates need to be changed, the person responsible changes them manually.
5. Selecting the posting method
The next step is to specify the Posting method.
Here, the person responsible specifies how the list of documents should be posted. In this case, each line should be posted to its own post.
For this purpose, the radio button Each line to its own post is selected, as shown in the image below.
6. Posting invoices received
Once all the criteria have been set, the person responsible can post the invoices.
By clicking the button Select all, the person responsible marks all the documents in the posting list.
The last step is to click the button Posting to launch the posting of the list of documents.
If the posting process completes successfully, the journal entry 4300 - Invoices received opens containing the posts of selected documents.
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HINT
- If the program finds an error in a document marked for posting, the document will not be posted.
- A failed posting can be found and corrected in the tab Errors.
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