Add a Post to GL Process Screen

Name

Required field. Enter a name for the post set that is easily recognizable if you want to use the process again.

Description

Enter description information that further identifies the post process. For example, you can enter “Posted before dues deadline.”

Account system

If your organization configures multiple general ledger account systems and implements site security, and you have rights to work with multiple account systems, the Account system field appears. Select one account system for the post process. To post to other account systems, you must create a separate post to GL process for each account system.

After you select an account system and select Save, you cannot edit the account system.

Output format

The output format determines the fields to include in the post file.

Options in this field are most likely customized during program implementation by Blackbaud Professional Services.

Standard post format creates a post file format that includes the account number in a single column. This post format is typically customized and used with a third-party general ledger. For more information, refer to Standard Post Format.

Blackbaud Financial Edge post format is an example of a post file format typically imported into The Financial Edge 7. For more information, refer to Blackbaud Financial Edge Post Format.

Blackbaud Financial Edge with project post format is an example of a post file format typically imported into The Financial Edge 7. This format contains additional fields to identify the project. For more information, refer to Blackbaud Financial Edge With Project Post Format.

Sage Peachtree® post format is an example of a comma-separated (*.csv) post file format typically imported into Sage Peachtree®. For more information, refer to Sage Peachtree® Post Format.

Intuit QuickBooks® post format is an example of a tab delimited post file format typically imported into Intuit QuickBooks®. For more information, refer to Intuit QuickBooks® (IIF) Post Format.

Segmented account post format creates a post file format that includes each account segment in separate columns. This post format is typically customized and used with a third-party general ledger. For more information, refer to Segmented Account Post Format.

To view the output, select the Preview tab of the post process or view the header row in your *.csv file after you run the process.

Post dates up to

In the Post dates up to field, select to include transactions based on a specific timeframe. 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.

Deposits

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.

Revenue

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.

Bank account adjustments

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.

Selection

When posting deposits, non-deposit revenue, 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.

Mark revenue records ‘Posted’ when process completes

To change the Post status on revenue from "Not posted" to "Posted" when the process completes, select this checkbox. 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.

Create selection from results

To create a new selection for a group of revenue contained in the post process, select this checkbox. If you select this checkbox, the remaining fields and checkbox enables.

Selection type

When you select Create selection from results, this is a required field. You must create a Revenue Transaction type of selection.

Selection name

When you select Create selection from results, this is a required field. Enter the name for the new selection the process generates.

Overwrite existing selection

To overwrite the selection selected in the Selection name field, select this checkbox.

GL Transaction Type

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

Post Method

For each GL 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.

Reference

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.”

Summarize transactions by

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.