Post and Unpost Sales Documents
Posting is a standard accounting function that enables you to enter accounting transactions in Transaction journal and other journals. Those accounting transactions have a direct impact on financial statements of your business.
When you post a specific sales document it makes journal entries to journals associated with it and the Transaction journal.
To post sales documents
- In the Sales module, select a required sales document. For example, Sales order.
- Do one of the following:
- On the listing page of the sales document, click the Post (pic) button next to a sales document you want to post.
- Open the sales document you want to post.
- On the toolbar, click the Post (pic) button.
To view posting the document has made, click the Journals (pic) icon.
Documents that have not been posted can be treated as drafts. They can be used for storing and displaying information, but they do not affect any journals or the Transaction journal.
Posted sales documents can be unposted.
To unpost sales documents
- On the listing page of the sales document, select a posted document you want to unpost.
- Click the Selected button.
- On the Selected menu, click Document unpost.
- Open the posted sales document you want to post.
- On the toolbar, click the Unpost (pic) button.
Unposting a sales document equals canceling it because only posted documents can impact your financial statements. After unposting a document all accounting entries it has made are canceled and removed from journals, accounting and inventory changes invoked by this document are reverted.
What is more, when you unpost a document, all other posted documents created across the system with later posting date and time will also get unposted through the same unposting mechanism that was applied to the original document. Then, these documents will be automatically posted once again triggering new transactions and making new accounting entries to the Transaction journal and other journals. This process is called batch reposting.
New transactions and ensuring accounting entries will be affected by the accounting and inventory changes that have taken place in the system after the document has been unposted. As a result, despite the fact that the reposted documents have not been modified in any way, new transactions they make may differ from the original ones as they are based on new accounting data. For example, if you unpost a price list that functioned as a base price list for specific items, sales prices for those items will automatically change in all posted sales documents with later posting date and time as the system will retrieve prices for the items from some other price list. As a result, different amounts will be recorded in new transactions what will definitely affect your financial statements. However, data provided in fields of the sales documents (indicated prices of items) will remain intact.
Also, you can post or unpost several sales documents at a time. For more details, see Batch Posting / Unposting.
You can post and unpost sales documents unless
- Document date is earlier than the lock date defined in the Transaction locking section.
- You do not have permission to post/unpost sales documents.
Batch Posting and Unposting
Transactions Triggered by Sales Process Documents