Posting to the General Ledger - how do I post totals to the general ledger from AP, AR, and PR rather than each individual entry ending up there.

SUGGESTED

I want to post just totals from batches in AR, AP, and PR (not every single individual entry) for each batch that I enter.  Right now the general ledger accounts that get affected by entry of sales, cash receipts, payables, payroll, etc. get every single detail from every entry into the batch which makes the general ledger pages long and much harder to reconcile.  If I need to see what is in any given batch I would like to be able to just look up the "Sales Journal" batch number, etc.  I'd like to say "post in summary" but that seems to mean something else in Sage 100.

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  • 0

    Chris,

    You do have at least a couple of options.  I would recommend creating a backup of your data (or create a sandbox copy), select one of the options, test it to be sure it's what you want before making it a permanent selection.  Directly below is an excerpt from the General Ledger Help Topics:

    Summarize by

    1. Select the additional summarizing criteria (optional) for entries created in other applications. For example, if you want to summarize Accounts Payable entries by Vendor and Invoice, select those items from the list. To select an item, click on it to highlight it. To deselect it, click on it again to turn off the highlight.

    2. Entries are summarized in General Ledger when you run the Summarize Transactions command from the Tasks menu. During this task, General Ledger automatically summarizes entries that have the same account number, accounting date, accounting method, journal number, batch, references, and entry type (debit or credit).

    In Payroll, Payroll Settings, GL Entry Settings, you have the ability to affect the summarization of Expense entries, Liability entries, and Burden Expense entries going to GL.

    In Accounts Receivable, AR Settings, GL Settings, you also have some summarization options when sending Transactions to GL.

    In these cases, where it is being summarized in the Originating Application, you will only ever see a summarized entry in GL.  If you want to see the detail of that batch/entry, you will need to look it up in the Originating Application.

    I hope that helps.

    Todd Baker
    Sage 300 CRE Consultant

  • 0 in reply to Todd with CBSNW

    I can't find any place to make these changes or rules in Sage100CON?  Generally these seems like it should be as easy as pie - but when I post my transactions in ap, ar, and pr - they post every single detail in the GL making the GL pages and pages longer than could possible be necessary.  I just want the batch totals to post to the GL - and be able to open the batch if I want to see what it is made up of.

    I'm starting to feel like I've never used an accounting software program before - and I've used several over the years.  Even Simply Accounting just posts my batch totals easily; but Sage 100CON has me beat.  I don't need to see every individual payroll check (for example) in a payroll run with the Bank Account getting 45 entries, the EI, CPP, Income Tax, etc. accounts getting 45 or 90 entries for each payroll - it is way too much to go through for something that seldom needs to be checked anyway because whatever was done in one of those modules will (or certainly should) match up with the posting in the GL.

    Anyone who can step me through this process would be appreciated.

  • 0 in reply to Chris-Ada MacTavish

    Chris-Ada,

    For payroll, when you go to 5-2-6 Post Payroll to GL there is a check box to Post in Summary this will consolidate those individual entries.  Note that this will limit the drill down in some areas.

Reply Children
  • 0 in reply to Ray Chippeaux

    When you do this, it still will post the entries individually and create check numbers with a zero dollar amount.  Is there a way to post the PR Checks into another account (payroll summary account) and post in summary to my normal checking account?  That way you could have starting check numbers in both accounts?  One to use for AP and one for Payroll Checks.