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This article refers to Drake Accounting 2019. To view this article for Drake Accounting 2018, click here

The Posted screen shows all of the journal entries posted to the journal. This screen can filter the posted transactions by journal type and the listed account. 

See the Table of Contents below for more information. 

The Post Transactions Process

The "Post Transactions Process" refers to moving all transactions from all Journals (transaction registers) to the Chart of Accounts (General Ledger).

“Posting” can also refer to moving one or more transactions into a Journal from a module. Checks written for payroll, vendors, payables, or receivables must be entered in an appropriate journal, either manually or by one of the other options available before posting to the General Ledger.

  • For example, after printing payroll checks, you can manually post the individual payroll transactions to the journal at Accounting > Transactions > Unposted.
  • Or you can batch pose the payroll transactions using the payroll journal button.
  • The payroll module also can be set up at Employees > Options to auto-post payroll (see "Payroll Options Tab"), so that when you have printed the payroll checks an entry will automatically update to the journal. 

To get to the post process, go to Accounting > Transactions > Unposted. Select Post to the right of the screen. See the section below for more information on this process. 

Posting Transactions FAQ

  1. When should I run the Post Transactions process? 
    • Typically, at the end of each month or some other accounting period used during the year.
    • The process must be completed for all accounting periods in the year before you can complete the Year End Close.
    • Most of the Drake Accounting®  financial reports must be run either before or after the Post Transactions process, depending on the individual report.
  2. What will post during the Post Transactions process? 
    • All entries in all Journals post to the General Ledger.
    • You can see what will be posted by scrolling through the main window of the Journals screen (Accounting >Transactions > Unposted). 
  3. How do I post transactions? 
    • Before running the Post Transactions process, be sure that:
      • Transactions are in balance.
        • An error message will generate if you attempt to post transactions without them being in balance.
        • Verify the month/year in which you are posting transactions for is in green (on the right) under the Status of Months/Status of Years.
          • This coloring means the journal entries for that month are balanced. See below for an example. 
        • Verify the Balance in the bottom right corner says "$0.00". 
      • Ensure all transactions have valid account numbers.
      • Ensure the correct calendar year (based on the Start of Year date under Client > Edit > Business Information tab) is at the top.
      • Ensure there are no red validators () on the Unposted Transactions screen, as these will prevent you from posting transactions. 

Posting Transactions to the General Ledger

To post all Journal transactions to the General Ledger:

  1. Go to Accounting> Transactions > Unposted.
  2. On the far right, click Post.
  3. The Select Posting Dates dialog box displays.

    • Select the date to appear on the Interim Reports by either selecting the month or using the drop arrow next to the date field. Automatically selecting a month sets the report date to the last day of the month. The chosen date does not limit the report to a date range.
    • Depending on your selection, you can either post just the selected month, and post all entered transactions or post prior year transactions to the general journal.
    • Click OK after making a selection.
  4. Click Yes to confirm your selection on the next dialog box.
  5. With transactions posted, you can go through and review the interim reports. To review these, go to Accounting> Crystal Reports> Interim Reports. In this window, you can select the specific report you want to run for the client.
Although the transactions have posted, the transactions remain editable and deletable if a transaction posts by mistake. Creation of new transactions is not allowed on this screen.

Editing a Posted Journal Entry

  1. Go to Accounting > Transactions > Posted.
  2. Click the journal entry to edit entries. 
  3. Double-click the Date and Entity Code fields to edit those entries. 
  4. Click once to access the other fields.
  5. Make the changes as needed. 

    The balancing transaction(s) may also require editing.
  6. Click Save.

Deleting a Posted Journal Entry

  1. Go to Accounting > Transactions > Posted.
  2. Select the check box beside each transaction to delete.
  3. Click or press Delete on your keyboard.
  4. To delete all transactions, select the check box to the left of the word “Journal” at the top left of the Enter Transactions window and click  .
  5. Click Yes to confirm the deletion.
  6. Click Save.

Other Features

  • Status of Months will show whether or not each month is in balance.
    • If a month is out of balance, the month will be red
    • If the month is in balance, the month will be green
    • The totals debits and credits will show at the bottom and give a total balance. 
      • Select a month and all of the entries for that month will show in the middle of the screen.
  • Confirm Edits
    • This feature allows you to save previously edited or deleted posted entries, which will update the current year’s Chart of Accounts.
    • Click Yes to confirm these edits.
    • The Status of Months and Status of Years (on the right) will be updated, as well as the Totals (bottom right), if applicable.
  • View Logs
    • This feature allows you to view the Journal History screen.
    • It displays each posted entry.
    • Double-click a field to bring up details regarding the entry.
    • Editing fields is not possible on this screen.

      • Modified Date – The date of the last entry modification.
      • Transaction ID – This is the assigned value to the entry.
      • Item Changed – Lists what changed (e.g., account, description, amount, deletion or addition of a transaction, etc.)
      • Before Value – The value (e.g., account type) of the account before the modification.
      • After Value – The new value after the entry was edited.
      • Modified By – Displays the User who modified the entry.
      • Deleted – If the modification involves the removal of the entry, there will be a checked box in the entry’s row in the Deleted column
      • Include Additions – Having this checked will include added entries. If not checked, these additions will not display.
      • Include Deletions – Having this checked will include deleted entries. If not checked, these will not display.
      • Start Date – This is the start date of the date range of the entries you want to post.
      • End Date - This is the end date of the date range of the entries you want to post.

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