Transaction Posting Overview

When you post the transaction files in Vision, you make the data a permanent part of your database. Posting updates your general ledger, subsidiary ledgers, and project files; it also allows you to generate up-to-date reports.

• For explicit postings, you select the accounts that will receive the posting. For example, in a journal entry, you select the accounts for both the debit and credit. You can post transactions by transaction type or you can post all transactions at the same time.

• An implicit posting occurs automatically to a pre-determined account that is determined during Vision Accounting setup.

Concepts

For related background materials, see the discussions on Transaction Entry and Posting and the processing cycle concepts in Vision Concepts help.

Refresh Billing Extensions

Billing and cost rates for project reporting are defined at the time of posting. When you post a transaction, Vision looks at the applicable billing terms to determine billing rates for project reporting purposes. If you update the billing terms at a later date, then your updates are not reflected on the project reports unless you refresh billing extensions.

Therefore, refresh billing extensions after you post transactions for these projects during the current period.

Approvals

If the Approval feature is enabled, Transaction Posting will only filter recurring files that have not been resubmitted. The Approval Status for these is [Null].

You can post any submitted file if the Require complete approvals to post transaction files option is not selected in Accounting Configuration. Otherwise, you can post approved files.

Posting Tips

• You can enter data daily, weekly, or as soon as you have a reasonable number of entries.

• If you enter and post data frequently, Vision gives you more up-to-date reports. Frequent postings, however, may require entering additional data. For example, if an employee works an entire month on one project, daily entry entails about 20 entries; monthly entry requires only one entry.

• If you enter data frequently, you do not must post the data with each entry. This eliminates a large number of fragmented posting logs. However, your reports will be as current as your last postings. If you have transaction files that you have not posted, you can re-open the transaction files and add more data. For example, you can enter accounts payable vouchers every day, but post them less frequently, perhaps weekly or bi-weekly.

• Use the Posted Transaction Files utility to view an archive of posted transactions.

• Use the Incomplete Postings utility to view resubmitted transaction files caused by failed postings. You can only modify unposted transactions; posted transactions are not editable and display for control totals reconciliation.

• Use the Locked Transaction Files utility to return an entire portion of a transaction selected for posting to active status. This is useful for postings that failed while they were in progress, leaving them in a selected state.

• Posted transaction files that contain no data display the following message: No data to post.

• Blank labor codes prevent a transaction file from being posted, and result in an invalid data message.

• You must correct posted transactions whenever possible.

Multicompany

If you are using the Multicompany feature, you can modify or post only those transaction files owned by the active company.

Multicurrency

If Vision is unable to perform a currency translation between the transaction currency and the functional currency because of a missing rate in the exchange table, the affected posting fails and Vision displays a message explaining why. See Transaction Processing and Multicurrency, in the Multicurrency Concepts help, for related information.

The transaction currency code and transaction amount display for all entries, except cash-basis only entries or summarized implicit credit entries that could have been based on any number of underlying transaction currencies. For these types of entries, the transaction currency code and amount columns are set to the functional currency code of the company owning that part of the transaction, and the corresponding functional amount.

Billing extensions are calculated in either the project currency or the billing curency depending on the setting of the Report amounts in billing currency, rather than project currency option on the General Tab of Accounting System Settings.

Undo Postings Utility

If you must undo a posted transaction, you can use the Undo Postings utility. When you undo a posted transaction, the posting log review includes a new posting that states the name and number of the removed transaction. For example, if you undo Journal Entry number six, the Posting Log Review for journal entries will include the listing: "Journal Entry posting run number 6 removed".

Warning: Use the Undo Postings utility with caution. Undoing a completed posting erases all transactions associated with the posting.