Costpoint Online Help

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Post Sales Order Journal

After reviewing sales order (SO) invoices, use this screen to print and post SO transactions to the general ledger by accounting period and subperiod.

These transactions can be invoices, amortizations, or component COGS corrections.

You must print transactions before you can post them. You cannot post invoices that have a Hold status on the Manage Invoices screen or the Manage Invoices Supervisor Screen.

The posting process updates several tables, including the general ledger summary and detail tables, the accounts receivable header and detail tables, and the project billing history, in both transaction and functional currency. (The journal itself prints in functional currency only.)

The application generates the SO journal entries based on the SOs' selected revenue recognition method and line types. For example, all cost-of-sales entries for items with a line type of INV (Inventory) are posted to the ledger through the inventory journal. For DRP (Dropshipment), INT (In Transit), REC (Recurring), and INO (Invoice Only) line types, the order entry journal produces the necessary cost-of-sales entries.

This process updates the accounts receivable history with detailed billing data for each sales order invoice. Costpoint assigns a billing type of S (Standard) to invoices that use the following revenue recognition methods:

  • Shipment/Sales
  • Unbilled A/R
  • Deferred Revenue

Costpoint assigns a billing type of D to invoices that use the Liquidation revenue recognition method.

The Post Sales Order Journal process also checks the project revenue setting in the Sales Group Abbreviation for all Project/Account/Organization postings for Sales and Deferred Revenue charges to determine if the SO line charge-to project should be charged or if a higher/lower level project in the work breakdown structure (WBS) should be charged.  

  • If the Use Project Revenue Setup Rules check box is selected, the process searches the SO Line’s charge-to project WBS to find the project that has a project revenue record to determine what project level to charge.  
  • If no project revenue records can be found, or the Use Project Revenue Setup Rules check box is cleared, the process uses the SO Line project in the postings.

This process also checks the project revenue setting in the Sales Group Abbreviation for all Project/Account/Organization postings for Unbilled Accounts Receivable charges to determine if the SO line charge-to project should be charged or if a higher/lower level project in the work breakdown structure (WBS) should be charged.  

  • If the Use Project Revenue Setup Rules check box is selected, the process searches the SO Line’s charge-to project WBS to find the project that has a project revenue record or a project billing information record.  
  • If records can be found in both tables, the process uses the higher project of the two.
  • If a record can be found in only one of the two tables, the process uses that project.
  • If no records can be found in either table, or the Use Project Revenue Setup Rules check box is cleared, the process uses the SO Line project in the postings.

This process also checks the owning organization setting in the Sales Group Abbreviation for all project postings.  If the Use Project Owning Org check box is selected, Costpoint uses the owning organization of the project to be actually charged (not necessarily the SO line charge project) in the appropriate GL transactions.

Note:

For Accounts Receivable and Liquidation accounts, Costpoint uses the organization that is saved in the SO Invoice Header in the invoice.

After posting, the fiscal year, accounting period, subperiod, and a posting sequence number loads to the Posting Info tab of the Enter/Manage Invoices screen. You can view both posted and unposted invoices on the Enter/Manage Invoices screen; however, you cannot modify posted invoices.

Use the Post Component COGS Corrections posting option if you do not intend to create an invoice afterward. You can post SO issue cost corrections with either the Post Invoices or Post Component COGS Corrections option, but not both. You can also post SO issue cost corrections as part of a normal invoice posting if subsequent invoices are created.

Use to start the posting process. This button is available only after you have printed the journal report during the current session.

Use to print the posting report and initiate the posting process. You can select this option after you complete this screen. You can cancel or continue the posting process after selecting this option.

A "Do Not Interrupt" message and a tally of processed records display after posting begins.

Warning: Only one user can run this function at a time.