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Posting a check updates job tickets, Accounts Payable invoices, the vendor account, and the General Ledger  

When checks are added, they are unposted. Unposted checks can be changed, letting you edit job cost or overhead expense amounts before the accounts are updated.

Unposted checks don’t appear on job, cost, or financial reports. This offers users an opportunity to proof their work before posting. (Once a check is posted, its cost amounts, vendor account, and credit and debit accounts can’t be changed.)

Checks must be posted. They can be posted individually, as needed. Or, checks can be posted in batches.

Checks should be posted regularly, even daily. Daily posting ensures that your job, cost, and vendor reports are timely and accurate. You can post checks while others are using Clients & Profits X; however, other users may notice slower performance and possibly temporary padlocks. If you’re batch posting many checks, it’s best to wait until the system is relatively inactive -- this makes posting faster.

If a check is posted by mistake, or otherwise needs changes, it can be “unposted.” Unposting reverses the updates made during posting: the vendor’s balance increases (since it is now owed more money), the cost is removed from the job and task (for job cost checks only), and debits and credits are reversed in the General Ledger. Once a check is unposted, it can be freely changed then posted again. Checks can’t be unposted if their accounting period is locked.

Unposting invoices is a user-defined setting in Access Privileges. This means certain users can be allowed to unpost invoices, while other users can’t.

What does posting do?

Posting is a methodical process that updates vendors, jobs and tasks, and the General Ledger. The process is the same whether you’re posting one check or many checks. Debits (i.e., line item amounts, either job costs or overhead expenses) are posted first, followed by credits (i.e., the checks themselves). Here’s what happens during posting:

The Accounts Payable account in the General Ledger is debited for the check’s line items, using a debit journal entry.

The Cash account in the General Ledger is credited for the check amount, using a credit journal entry.

For job costs: Each cost amount is posted to a job task, increasing its cost total. The job task’s unbilled total increases by the gross amount.

For overhead expenses: Each expense amount is posted to the General Ledger, and maybe a job task (if one was entered; it’s an option).

For vendor credits: Each debit amount is posted to an A/P invoices, decreasing its balance due.

For vendor payments: Each line item amount is posted to an A/P invoice, reducing its balance due.

To proof your work

Checks should be proofed before they are posted. Proofing lets you check your checks for errors, then make any changes. Proofing lets you avoid making time-consuming voids to posted checks. There are several ways to proof your work:

n Review the checks you’ve added: The checkbook proof list shows all of the checks you’ve added, showing cost/expense amounts and G/L accounts but fewer details. To print a proof list showing your checks: From the Checkbook window, choose Post from the File menu; click on the Print Proof List First option, then select the option to proof/post only entries added by (your initials are entered automatically); then click Proof.

Review all unposted checks: The checkbook proof list shows all unposted checks, showing cost/expense amounts and G/L accounts. To print a proof list showing all unposted checks: From the Checkbook window, choose Post from the File menu; click on the Print Proof List First option; then click Proof.

To print a proof list

1 From the Checkbook window, choose File > Post.

The Post Checks window opens, prompting you to choose your proofing/posting options. The print proof list first option is always chosen by default.

2 Enter your proof list options, then click Proof.

You can proof just the checks you added by checking the proof/post only checks added by option then entering your initials. You can print proof lists for a specific person’s checks by checking this option then entering their initials. Otherwise, all unposted checks will be printed on the proof list.

You can also limit the proof list to only show checks added in a particular accounting period by checking the batch post only checks for period option then entering a period number. Any period can be selected. This option and the proof/post checks added by option can be used together.

The proof list can be printed to the printer automatically by checking the always print proof lists to the printer option in Accounting preferences. Use this option when your company requires a hard-copy printout of proof lists to be filed every time.

To post one check

1 From the Checkbook window, find an unposted invoice.

2 Choose File > Post.

3 Select the Post CK# option.

The currently-displayed check is automatically selected for posting.

4 Click Post.

To post all unposted checks

1 Choose File > Post.

2 Click on the post all unposted checks option.

3 Click Post.

If you have many checks to post, the posting process may take several minutes. A progress bar show which check is currently being posted.

If a batch posting is canceled (due to a system crash, power failure, etc.) immediately batch post the checks again; posting will pick up where it left off.

To post only the checks you’ve added

1 Choose File > Post.

2 Click on the post all unposted checks option.

3 Select the proof/post only checks added by option, then enter your initials.

4 Click Post.

This option posts only the checks that you’ve added. The batch post only checks added for period option posts only checks that have the same accounting period. This option lets you post checks from last month, for example, skipping new checks added this month.

To unpost a check

Checks can be unposted (i.e., reversed) once they’ve been posted. The unposting procedure is simple, but it is only available under certain conditions: The check must not be cleared (i.e., reconciled); the check must be part of the current fiscal year and the its accounting period must not be locked.

1 Find the check you wish to unpost.

2 Choose File > Post.

3 Click on the Unpost CK# option.

4 Click Unpost.

Unposting creates reversing debit and credit entries in the General Ledger. These journal entries have today’s date, but contain the same reference number, period, and amounts as the original entries. For vendor payments, the vendor’s account balance increases by the check’s amount, and the invoice’s balance due is restored. For job costs, the check amount is removed from its jobs and tasks.

Unposting checks is a user-defined setting in Access Privileges, so you can control who has the ability to unpost. Once a check is unposted, it can be edited, deleted, or otherwise changed just like any other newly-added check. Once you’ve made any needed changes, it can be proofed and posted.