Posting to Your Accounting System (General Case Management)

 

Introduction

 

This article will walk you through the process of  posting financial transactions and exporting a general ledger file for your accounting system. This is often referred to as Month End Close, though it can be done more frequently than monthly if desired.

 

Prerequisites

 

  • Enterprise Financials
    • If your agency doesn’t currently have this option and you’re interested in learning more, please contact success@extendedreach.com
  • An extendedReach User ID with full Administrator user permissions

 

Overview

 

Posting solidifies the financial transactions through a desired date. After transactions are posted they can’t be modified. Corrections must be made by adding Adjustments, which will then also need to be posted.

 

Posting produces a customized General Ledger export file that you can upload into your accounting system. For most accounting systems, these are usually CSV or TXT files.

 

NOTE: QuickBooks requires contracting with a 3rd party app to import directly into it. Alternatively, you can manually key entries into QuickBooks.

 

In the General Case Management system, this file is most commonly in a consolidated format (bulk Journal Entries) rather than a detailed format listing each transaction. The file is configured to your specifications during Enterprise Financials implementation.

 

 

Instructions

 

From your workspace navigate to the Administration Menu > System Settings > Posting: Ready to Post.

 

Above screenshot shows where to access Posting: Ready to Post

Above screenshot shows where to access Posting: Ready to Post. 

 

From the Ready to Post screen, click Post, which will create a pop-up window.

 

Above screenshot shows Posting fields described below.

Above screenshot shows Posting fields described below.

 

  1. Click Post.
  2. Post transaction through: enter or select desired date with calendar. This will post all transactions prior to and including this date.
  3. Post payments only: Check this on the first post if you want to have a separate file with only payments (skips all activity/charge and adjustment transactions).
  4. Post to this month: Select desired month and year to post these transactions into.
  5. Click Submit.

 

After you click Submit, the pop-up will refresh and display a file to download.

 

  • Click on the file name to open it or right click on the file name and select "Save Link As".
  • Save the file to your computer.
  • Then import/upload the file into your accounting system.
  • You can now close the pop-up window.

 

Above screenshot shows how to save the export file.

Above screenshot shows how to save the export file.

 

TIP: If you chose to post payments only and there are charges or adjustments that you want to post now, repeat the above process but do not check “Post payments only” this time.

 

Each group of posted transactions is automatically assigned a Batch number, as shown above. The Batches are saved in your system and can be accessed at any time in the future. For information on how to View Posted Batches, click here.

 

 

FAQs

 

Q: I posted into the wrong month. Can I change that?

A: Yes. For information on How to Change Posted Month, click here.

 

 

 

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