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How To: Manage Posting of Statements
1. BackgroundCritical data can be locked down once you are ready to "finalize" it by using the Posting function on statements. Invoice, Vendor, Employee and Ad-Hoc statements can all be posted. When a statement/invoice is posted, all transactional information (e.g., all time slips, loadslips, production slips, miscellaneous entries, etc) related to those statements will then be locked down.
Once information has been posted, it can (obviously) no longer be edited. If you realize that something related to a load ticket was in error after the statement has been posted, you can use the automatic Loadslip Reversal process that is activated when Posting is enabled. If you need to make a correction to time slips or any other item on the statement, you will need to make the correction through a miscellaneous entry.
While many users initially like the idea of posting, it does impose restrictions that need to be considered carefully before making a decision to enable the posting functionality. The biggest issue is that any given transaction (for example, a load slip) may appear on two or three statements (e.g., a logger and a trucker), as well as an invoice. Once the load is posted on any one statement, it is no longer available for editing. Thus, if you have to pay truckers before you have all information available to pay the logger, you will want to wait to post the truckers statement until you are confident that everyone has been paid for the ticket, and you will no longer need to make edits to it.
2. Steps
Enable Posting in Basic Setup
The posting functionality is not available by default but must be turned on by a switch in Basic Setup.
You must be logged in as an administrator in order to enable the posting feature.
3. Working with Posting
Once you have successfully run your calculators, you can view your statements. You will notice that at the bottom of the statement a new set of radio buttons will be present.
You have three options:
- Not Posted - the default initial setting
- Post - this will lock all data associated with the statement.
- Undo Post - this will become selectable once the statement is posted. This will unlock the data.
Once you select the Post function, all timeslips, loadslips, production slips, and miscellaneous entries associated with the statement posted are locked down. There will be a status in the grid view on the bottom screen that indicates whether statement is posted:
The locked loadslips, timeslips, etc. will be "greyed out". If you navigate to the loadslips or timeslips that have been locked you will notice that they have been greyed out and cannot be edited.
What if you realize that there is something about a load ticket that is in error after you have sent out a statement and set its status to posted? Once a locked loadslip is opened, there will be a Reversal button and a posting status in the bottom right of the loadslip form.
If a change is required on the loadslip (incorrect volumes or rates, for example) a reversing entry can be automatically be created by clicking the Reverse button. Two new loadslips will be made, the first is a reversing entry of the original (with the ticket number from the original ticket with a -RVRS at the end) and the second is the corrected loadslip (with a -CORR at the end). The reversing entry will only have the date for pay as an editable field. The corrected slip will have all fields available for editing so that you can correct whatever was originally incorrect.
The reversing procedure would be to edit the corrected slip as necessary and then move the date for pay to the period required. The date for pay for both the reversing and correcting ticket is defaulted to the date when the reversing button is clicked. You would then need to run your calculators for the pay period that includes the "date for pay" on the reversed and corrected loadslip. (This pay period would presumably be the current period you are processing.)
Timeslips, production slips, and miscellaneous items do not have an automatic reversal procedure for fixing entries. An adjustment can be made and a miscellaneous entry (with a date in your current pay period) can be entered for the adjustment of pay.
4. Posting and Ad-Hoc Statements
When viewing Ad-Hoc statements, or regular employee/vendor statements, the load and time records are colour coded based on posting activities. For more information on this colour-coding, see the relevant section in our document on Ad Hoc Statements.
