Batch posting for Microsoft Dynamics GP — Part 1: Batch posting vs. transaction level posting and batch edit lists

Although Microsoft Dynamics GP allows individual transaction level posting, we recommend using batch posting whenever possible.

Batch posting allows you to post a group of transactions simultaneously.  The benefits of batch posting include easier usage and efficiency for entering large quantities of transactions and tracking transactions for audit purposes. Also, for consistency of process, even single transactions can be entered and posted by batch.

To get the most benefit from batches, we recommend you always print and review the Batch Edit Lists.  Many posting interruptions can be avoided simply by printing the Batch Edit List prior to posting and checking for errors. The Batch Edit List can be printed from any module’s Batch Entry window from the printer icon on the top right of the window:

Print the Edit List to screen or printer and check for accuracy or error messages before the batch is posted:

To prevent posting interruptions from occurring, review the edit list for any errors especially any such as “Fiscal Period is Closed” or “Account not found.” Also, check for any unbalanced distribution errors, as you will not receive a warning about them when you start to post.

There is no “un-post” or “un-do” button and depending on the module, sometimes voiding or reversing a transaction can be difficult to correct.  Also, the Batch Recovery tool is not always able to recover batches for certain types of posting interruptions or damaged data. Of course, the Batch Edit List cannot identify if a transaction was entered to the wrong vendor or a price was typed incorrectly on an order or invoice, but if there is a problem with the batch, you will save yourself a lot of time and frustration by using the Edit List to compare to your support documentation and checking for any visible errors.

Use the following steps to prepare before posting every batch:

1. Check your Dynamics GP system date and if your posting setup dictates that you post by batch date, open the Batch Entry window and verify the date. It will default to the system date so remember to change this date to the date you want the transaction to post to the general ledger. Be mindful of the date of batch and or the date of the transactions entered depending on your posting setup, and make sure the dates fall within an open fiscal period.
2. Also in the Batch Entry window, ensure that all information is correct including Transaction Origin, any Comments, Frequency, Approval information if required, and the selected Checkbook if applicable.
3. Print the Edit List to the screen and/or printer and check for accuracy and errors.
4. Verify the number of transactions and batch totals against the supporting documentation.
5. Correct any errors in the Edit List such as closed periods, distribution errors, etc…
6. Reprint the Edit List and verify your changes.
7. Post the batch.

In some cases when posting very large batches of transactions OR an unusual batch such as one that is imported from another system, one with many changes that had to be made to the transactions, or a batch that includes new accounts, vendors, customers or inventory, we recommend that you backup both the Dynamics GP and company database before you post.  If an interruption occurs during posting, you can restore the backup.

If you have large check runs, Microsoft recommends backing up your system prior to printing/posting checks, as check batches can be the most difficult to recover if they fail during the printing or posting phase.

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By: Nancy Hogan – Pennsylvania Microsoft Dynamics GP partner

Nancy Hogan