Add a post to general ledger process

1. On the Post Revenue to general ledger page, select Add.

2. On the General tab, you can add Name and Description information. You can also select Criteria details and Results information.

a. The Output format determines the fields to include in the post file. For information about output format options, refer to General Ledger Post File Output.

b. In the Post dates up to field, select to include transactions based on a specific time frame. For example, when you select "Yesterday," the process includes unposted transactions made prior to and including yesterday's date. When you select "Specific date," the Date field is enabled.

c. In the Deposits field, select to post: deposits that have not posted yet, specific bank accounts, specific deposit templates, selected deposit records, or no deposits.

When you select specific bank accounts, the Bank accounts field appears for you to further specify the records to post. To specify a bank account, select the magnifying glass. The Bank accounts screen appears and lists the available bank accounts.

When you select specific deposit templates, the Deposit templates field appears for you to further specify the records to post. To specify a deposit template, select the magnifying glass. The Deposit templates screen appears and lists the available deposit templates.

d. In the Revenue field, select to post: revenue and adjustments/reversals that have not posted yet, adjustments and reversals that have not posted yet, or selected revenue records.

When you select specific transaction types, the Transaction types field appears for you to further specify the records to post. To specify a transaction type, select the magnifying glass. The Transaction types screen appears and lists the available transaction types, such as payments or pledges.

e. In the Bank account adjustments field, select to post: bank account adjustments that have not posted yet, bank account adjustment records, or no bank account adjustments.

f. When posting deposits, other revenue such as stock or gift-in-kind, selected deposit or revenue records, and bank account adjustments, use the Selection field to further specify the records to post. To specify a Revenue Transaction selection, select the magnifying glass. The Selection Search screen appears for you to add or select an existing query to use for the post process. If the selection you need does not appear in search results, confirm that the Record type is Revenue Transaction. If you choose an Ad-hoc or Smart query, you can select Edit Query to modify the query. For more information about selections, refer to Selections.

g. To change the Post status on revenue from "Not posted" to "Posted" when the process completes, select Mark revenue records ‘Posted’ when process completes. We recommend that you not select this checkbox for the saved post set. When you run the process, it will create a Pre-post report that you can check for accuracy before posting. You can mark revenue posted at a later time on the Recent Status tab or History tab after you make sure the revenue posted correctly.

h. To create a new selection for a group of revenue contained in the post process, select Create selection from results. If you select this checkbox, Selection type and Selection name are required fields. You must create a Revenue Transaction type of selection.

3. On the Posting Details tab, you can select a posting method, such as detail or summary. You can also specify to summarize transactions by post date or fiscal period.

a. For each general ledger transaction type, you can specify a post method and a reference. The available transaction types are: Revenue, Cash, and Accounts Receivable.

b. For each general ledger transaction type, you can select a post method. In the Post Method field, you can select a post method, such as Detail, Summary, Summary by application type, or Summary by deposit. Depending on your selection, the distribution of credits and charges, for example, will appear in the general ledger once you post.

Note: Posting in summary will collect transactions together and total them. Posting in detail will list each transaction separately.

Note: Transactions that do not fall within one of the three general ledger transaction types, such as gift fees, will always post in detail.

c. When you select a Post Method other than Detail, the Reference field is enabled for transaction types of Revenue, Cash, and Accounts Receivable. You can accept the default summary reference or select Override to enter a customized reference. You can use the Reference field to describe the summary of transactions that will post to an account. For example, you can add “Summarized transactions for Friday, December 30th.”

d. In the Summarize transactions by field, you can select to summarize by "Post Date" or "Fiscal Period." When you select "Post Date," a summary entry is created for each post date and all the transactions with the same post date are included in the summary general ledger entry. When you select "Fiscal Period," a summary entry is created for each fiscal period and all the transactions with a transaction date within that fiscal period are included in the summary general ledger entry

4. Select Save. The data you entered appears in the Post to general ledger processes grid.

For more information about posting, see Additional Post to GL Information.