Use the Post A/P Transactions/Edit List [appost] screen to review and post A/P transactions. You can post transactions one at a time or all transactions at the same time if you prefer. It is recommended to first generate an “Edit List”: a list of the transactions you’ve selected prior to posting. The purpose of the Edit List is for you to review the A/P transactions for any errors as well as to make sure the transactions listed are indeed the ones you want to post. You can print the Edit List or view it straight from your screen. If you need to make any corrections, do so in the A/P Entry [apte] screen. After accepting the changes, generate another Edit List to verify the corrections. Once you’re satisfied with the changes, move forward with the Posting Register.
Posting is the act of permanently transferring a transaction to the Bible Report/General Ledger [bdbr]. Please note checks are posted automatically when they are printed.
|►||To access the Post A/P Transactions/Edit List [appost] screen, click the 'A/P' module, then click the 'A/P Entry' sub-folder from the menu tree (see following screen shot). Listed are the Edit List and Post Reports. You will notice once you click either report, the other also becomes selected as you can view both reports from the same screen.|
|►||The Post A/P Transactions/Edit List [appost] screen is also located in the 'Report' module under the 'A/P' sub-folder. |
|►||You can also access this screen by typing the screen or acronym name in the blue prompt bar located above the 'Setup' menu. Then, press Enter.|
The screen then appears.
Post A/P Transactions Selection Criteria:
|•||To select an entry, press the F2 Key or right click in any of these fields (Batch, Reference, Vendor, Production, Company, Bank and/or Currency) to select the item(s) needed. You can also choose multiple entries by holding down the Control Key and simultaneously using the mouse to select. By making a selection, this isolates the report to only display items based on the code(s) selected. If you wish to select all unposted A/P transactions, leave all fields blank. |
|•||Defaults to Edit List to review your A/P entries and make any necessary modifications prior to posting. To move forward with posting, select 'Posting Register' followed by either the Print, Preview or Spreadsheet option; this will transfer the transaction(s) to the Bible Report [bdbr].|
|•||'Report Format', 'Report Sort' and 'Description Of' are all sorting options available for you to select per your preference. |
Include Vendor/W9 Report:
|•||Check mark this option to print a separate report after the A/P Edit List [appost] and/or Posting Register [appost]. The Vendor/W9 Report includes the Vendor Number, Name, Address and displays whether the vendor has a W9 on File. This information is pulled from the Vendor Entry [apven] screen.|
|◆|| Print/Preview the Report: Located in the top right hand corner of the screen, you can choose the following options to generate the report:|
|►||Print - Opens the Print Dialogue box and sends the report directly to the printer.|
|►||Preview - Generates a PDF format report and appears instantly on your screen. You are still able to print from the PDF format. |
|►||Spreadsheet - Generates an Excel format report and appears instantly on your screen. You are still able to print from the Excel format. Please note if you select this option, you are able to have additional sorting options within Excel.|
Once you select 'Posting Register' followed by either the Print, Preview or Spreadsheet option, PSL3 displays the following message prompt:
If you select 'No', PSL3 asks "Would you like to reprint the register?". If you still select 'No', you will receive a prompt notifying you the posting process is not done; therefore you are still able to make any needed changes. If you select 'Yes', you will receive a prompt confirming the selected A/P transactions are now marked posted.
Please note if you need to make distribution changes to posted items, this can be done in the Posted Transaction/Item Editor [glfix] screen located in the 'J/E' module depending on your User ID and studio permissions. You can also email a request to firstname.lastname@example.org if you need a transaction unposted and include the Reference Number(s). Please be advised depending on your specific studio's guidelines, the Support Department may need to obtain approval from your Studio Finance Executive before proceeding.
Please note you are not able to re-print a Posting Register once the transaction(s) are posted; therefore, if you need a copy of the report sent to you, please email a request to email@example.com with the approximate date and time that the report was ran. PSL3 houses all generated reports on a server.