Creating G/L Transactions from Calculated and Printed Invoices
Create Transactions
|
Access this form using Activities>Accounts Receivable>Create Transactions. |
Use this form to generate the necessary General Ledger transactions from the calculated and printed invoices. Invoices must be calculated and printed before you can create accounting transactions (Activities>Accounts Receivable>Calculate Invoices/Finance Charges and Print/Email Calculated Invoices).
The transaction entries created are generated using the charge code general ledger account along with the distribution code information entered with the charge code. The offset assignment for ARB (A/R Invoices) is used to generate the A/R portion of the entry.
Multicurrency Users
The Currency and Rate Type fields are only available if the Administrator has installed and added the Multicurrency module. The Calc. ID drop-down list only contains IDs whose currency is the same as the selected currency. You can edit the Exchange Rate using Transactions>Accounts Receivable>Edit A/R Invoices.
Session ID: Enter a unique Session ID representing the invoices, or press the "+" (plus) key to have the system assign a Session ID. We recommend using all numeric session IDs. We also recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.
Status: Select a status from the drop-down list. When the organization was set up using the Organization>Organization Preferences>Processing tab, a processing mode was designated. The status will appear in the drop-down list according to the processing mode that was chosen for the organization. The table below shows which status is valid for each processing mode:
|
|
Organization Processing Modes |
||
|
Status |
Batch |
Combination |
Online |
|
Batch-To Post (BP) |
Valid |
Valid |
|
|
Batch-To Suspend (BS) |
Valid |
Valid |
|
|
Online Posting (OL) |
Valid |
Valid |
|
Description: Enter a session description.
Date: Enter a valid date.
Currency: Select a currency type from the drop-down list, such as USD, CAD, EUR, GBP, or MXN. The currency defaults to the organization's functional currency. Currencies were created and activated by the Administrator using the Organization>Currency Setup form.
Rate Type: Select an existing exchange rate type from the drop-down list. The system lists any custom types you created, along with two predefined rate types-Daily Spot Rate and Monthly Average Rate. Custom rate types were created using Maintain>Multicurrency>Exchange Rate Types. This field is not available if the functional currency is selected.
Calc. ID: Select a calculation ID from the drop-down list. The IDs displayed were entered using Activities>Accounts Receivable>Calculate Invoices.
Session Totals: This box displays the total number of documents and total amount (the total identified on each document) entered during the current session.
- Deleting a Session deletes all associated documents. Sessions with a status of OL, post immediately and therefore, are never available for deletion.
- Keep in mind that if a Session ID is used one year, it cannot be used again the following year.