If a general ledger journal batch has been incorrectly entered, then instead of re-keying the entire General Ledger journal batch, you may be able to reverse the entire batch if it is not posted into a closed period.

Steps to reverse such a batch are :

• Navigate the menu:
  • General Ledger
  • GL Transactions
  • Normal, Prior, Weekly Journal
  • Reverse G/L Trans by Batch Number
• Enter the batch number to be reversed
• Select either "R" to reverse the batch or "C" to reverse and edit the batch

Note 1 - If the same batch is then reversed a second time, the signs for the posting are effectively inverted (For example, transactions initially entered as debits will be credited).

Note 2 - when reversing the batch for the second time, a warning message advising the batch has already been reversed is displayed.

You can set a GL account as inactive by setting the account type to "N" (Non-Posting) via the Maintain Ledger Menu option.

This will effectively prevent any direct general ledger postings. Please note that postings may still occur if processed via the various sub-ledgers, eg sales order processing.

Set a GL account as inactive by:

• Navigate the menu:
  • General Ledger
  • Maintain Ledger Menu
  • Maintain Ledger Account Details
• Select the required account
• Choose the CORRECT mode button
• Change the Account Type to "N"

You can easily achieve prepayment by entering a supplier invoice prior to receiving the goods - either a partial invoice or a full invoice and then making a part payment.

See step by step below:

• Check flag "allow on order invoicing" (under purchasing procedures) is set to 1.
• Once the p/o is raised, you can then enter the invoice.
• The system will warn you that the goods have not been received and will place the p/o at a status of "in transit"
• If you enter a portion of the invoice, the variance screen will appear.
• You need to select 'c' to continue.
• Once this is posted, you can then make a payment via a manual cash payment or a cheque run.
• The invoice will post to the CCTRL (creditor's control) and the PI account (goods in transit).
• If you have only entered part of the invoice, you can then go and enter the remainder at any time before receiving the goods. This will also post to the PI account.
• When you receive the goods, the order will go to a status of "completed" and the PI account will be cleared and a posting to Inventory will occur (if stocked items).

Two options for monitoring blanket purchase orders are to use Proscreen and exclude the entry of purchase order type B, blanket orders, or to run the outstanding purchase order report batched to the nightly sequence checking all orders with order type B. Someone can then use the report to check on the users raising blanket purchase orders.

PO authority limits are not used in the creation of Blanket orders as the blanket order has zero value. Whilst Normal orders have a check against authority limits, blanket orders can be created by anyone with any approval limit, and any quantity can be received without any restriction or security check. The argument for not checking the purchasing officer table at goods received when the cost is entered is that at goods received it is too late, as the issuing of the PO is the contract to purchase.

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