How Source Transactions Are Posted to The G/L

You will rarely create ledger entries directly into the Audit Trail. Most general ledger transactions are created automatically from Source Transactions as you use Simple Accounting; either in Real Time or when you perform a task such as posting customer payments. or close the accounting period.

The source transactions are:

• Customer Invoices

• Customer Payments

• Checks you generated from A/P

• Receipt of Distributor Owned Products from Purchase Orders

• Vendor Bills

Every transaction automatically created by Simple Accounting has a Source Module ID:

The Rules Of Posting

 If ever there was an important section to read and understand thoroughly: This is it!

ADDING SOURCE TRANSACTIONS

Every time you enter a new source transaction, a new G/L transaction is created either in the Current G/L Period or in the period indicated by it’s Transaction Date.

From time to time, you may need to enter new Source Transactions (Bills, Checks, Payments, etc.) into Simple Accounting but make certain that they post to a period other than the Current G/L Period. This can be done by changing the G/L Posting Method Option Box in your User Options. This allows you to make Source Entries into Simple Accounting which post according to their Calendar Period (based on their date) rather than to the Current G/L Period without affecting other users.

EDITING SOURCE TRANSACTIONS

If you edit an existing source transaction, the G/L transaction is deleted and a fresh transaction generated. Also, any changes to the G/L Posting will affect the same period to which it was originally posted (unless the period is already locked). If that period is locked a Message Box appears with a choice: You may either delete the G/L transaction or re-post a reverse to the Current G/L Period.

VOIDING SOURCE TRANSACTIONS

If you void a Source Transaction, the G/L transaction is deleted. This scheme minimizes disk space by saving only G/L transactions which correspond to the current state of the source transactions. However, if the G/L Posting occurred in a locked period, a Message Window appears with a choice: You may either delete the G/L transaction or re-post a reverse to the Current G/L Period.

The behavior of voids may be changed under the Custom Settings menu of Security Extensions so that all voided Source Transactions are reversed rather than deleted.