Understanding the Receipt Posting Process

After you enter receipts, you must post them to the general ledger to update the appropriate account information. Depending on the organization's policy, management approval might be required before you can post receipt batches. The process to review and approve batches is the same regardless of the batch type.

Note: The status of the receipt batch header remains In Use until you exit the Work With Customer Receipts Inquiry form.

After you approve receipts, you can post them to the general ledger using the General Ledger Post program (R09801). Because the system creates all of the entries in the Account Ledger table (F0911) when you post receipts, balancing errors occur only when the post program is interrupted. If the system terminates the post program before it finishes, run the post program again to delete the entries that the system created, and then run the post program a third time to create new entries.

During the post, the system selects unposted receipt transactions from the Receipts Header (F03B13) and the Receipts Detail (F03B14) tables and validates each transaction.

If no errors occur, the system:

Debits the appropriate bank account for the receipt amount, which creates bank deposit records in the Account Ledger table (F0911).
Creates automatic offsets (credits) for the AR trade account in the Account Ledger table (F0911).
Creates automatic entries for the discount, write-off, chargeback, or deduction accounts, if applicable.
Updates balances in the Account Balances table (F0902).
Marks the transactions as posted (P) in the Account Ledger table (F0911).
Updates the Receipts Header table (F03B13) and Receipt Detail table (F03B14) with a D in the Posted Code field.
Updates the status of the Batch Control Record table (F0011) to D.

You can also post receipts from the Work With Batches form that you access when you select the Receipts Journal Review or Real Estate Journal Review program (P0011), which is located on the same menu as the post program.

Note: The system creates unapplied receipt (RU), chargeback (RB), and deduction (R5) invoices with a posted status of D in the Customer Ledger table (F03B11). To determine whether these records are posted, you must locate and verify the posted status of the receipt document from which they originated.