The following documents in SuccessWare®21 can be marked as ‘Ready to Post’: A/R Invoice, A/P Invoice, Receipts, Inventory Transfer, Adjustment, Requisition, and Return. When a document is marked as ‘Ready to Post’ this means all the data has been entered and the document is just that, ‘Ready to Post’.
This feature can be useful in one of two ways:
1. When using SWRemote or another field app, documents submitted from the field can be marked as ‘Ready to Post’. You can then post all of these documents in a batch process from the appropriate manager. You will not need to open each one to post them.
2. It allows for the separation of the duties of entering and posting invoices. You can have some users enter and mark invoices as ready to post and then have other users review and post those invoices.
These managers include a view or filter to list all ‘Ready to Post’ documents.
· Invoice Manager for A/R Invoices.
· Payable Manager for A/P Invoices and Receipts.
· Inventory Manager for Inventory Requisitions, Returns, Transfers, Adjustments, and Receipts.
There is no configuration needed to use the Batch Posting feature.
There are several methods which can used to mark a document as ‘Ready to Post’…
In the upper right-hand corner of the document is an indicator showing the current status of a document. Right-click on this indicator and choose Ready to Post, then click the Save button.
Documents submitted from the field via a third party application such as SWRemote can be submitted as ‘Ready to Post’. When submitted in this way they will appear just like every other ‘Ready to Post’ document.
IMPORTANT: This assumes the third party has implemented the ‘Ready to Post’ feature in their product.
For users without the ability to post a document, if they click the ‘Post button’ they will be asked if they want to mark the document as ‘Ready to Post’ instead.
To unmark a document as ‘Ready to Post’; right-click on this indicator and choose Not Ready to Post, then click the Save button.
Documents that are marked as ‘Ready to Post’ are available to be posted at any time; because of this no editing of these documents is allowed. If you need to edit a ‘Ready to Post’ document you will have to unmark it first.
Documents marked as ‘Ready to Post’ can be posted with a single action by:
1) Open the appropriate manager for the type of documents you want to post
a. Invoice Manager
b. Payables Manager
c. Inventory Manager
2) Select the ‘Ready to Post’ view or filter
a. Only ‘Ready to Post’ documents will be listed
3) Right-click in the grid and select ‘Post All’.
a. This will loop through the list and attempt to post each document
Note that only one user can perform the batch post from these managers at a time. That is one user can batch post in the Invoice Manager while another user is batch posting in the Inventory Manager. However, if one user is batch posting in the Invoice Manager, no other user will be allowed to batch post from the Invoice Manager at that same time.
Documents that cannot be posted will be skipped during the batch process. After the process is complete those documents will be displayed along with the reason they were not posted. You will be able to print this listing. Documents not posted will remain in the ‘Ready to Post’ state.
When separating the duties of entering and posting invoices, follow these steps to review and post invoices that have been marked as ‘Ready to Post’ by another individual:
1) Open the appropriate manager for the documents you want to post
a. Invoice Manager
b. Payables Manager
c. Inventory Manager
2) Select the ‘Ready to Post’ view or filter
a. Only ‘Ready to Post’ documents will be listed
3) Open each document in list, review and post it
a. As they are posted they will be removed from the ‘Ready to Post’ list
While there is no specific ability to mark invoices or other documents as ‘Ready to Post’ keep the following in mind:
· To batch post from a manager you must have the ability to post that type of document.
· To separate responsibilities, use the post ability to control who can post and who can only mark documents as ‘Ready to Post’.
Whenever the ‘Ready to Post’ status is changed one of the following events will be logged:
· ‘AR Invoice Ready To Post’
· ‘AP Invoice Ready To Post’
· ‘IC Ready To Post’
Anytime a batch posting occurs one of the following events will be logged:
· ‘AR Post Batch’
· ‘AP Post Batch’
· ‘IC Post Batch’