Releasing Batches

Release your accounts payable batches to general ledger on a regular basis. Before you release batches, DDMS strongly recommends that you print the A/P Batch Report to determine whether your accounts balance. This report prints again when you release your A/P batches. Save this final report, because it provides a daily accounting record of your A/P activity. It is a valuable part of your audit trail.

The accounts payable batches are held in the AP-BATCH file. Accounts payable batches can consist of any accounts payable posting transaction: payments, adjustments, discounts, and voids. Once you select the batches you want to release, the batches are deleted from the AP-BATCH file.

Releasing batches is part of the day-end procedures. When you release batches, two things happen:

A version of the A/P Batch Report prints. DDMS recommends that you first print the report without releasing the batches. Printing the report first allows you to make adjustments to the batch. After viewing the report and making any adjustments to the batch, print the report again, releasing the specified batches.
The daily figures for the released batches are cleared from the AP-BATCH file. These figures go to the appropriate G/L batch file if you specify Y in the Auto Post field in the (L2) G/L Master Numbers screen. (If you specify N in the Auto Post field, the cleared daily figures are lost.)

To release the GL-BATCH file to General Ledger, you must release the G/L batches through the (W) General Ledger Reports screen.

Releasing batches is a dedicated accounts payable function. Make sure that no one uses the Accounts Payable application or releases A/P or G/L batches until the procedure is complete. For more information about the A/P Batch Report, see the online help topic Printing Standard Accounts Payable Reports.

You release batches in the (QR) Accounts Payable Reports screen by using the [A] Print A/P Batch report code. When the cursor moves to the Release field, you type Y to release the batches. You will also be prompted for the release password before the procedure can be completed.

When you release batches, a version of the A/P Batch Report prints. You should print the report first without releasing the batches. (You do this by typing N in the Release field.) After the report prints, you can review the batches and make any necessary adjustments before they are released.

This function also clears the daily figures for the released batches from the AP-BATCH file.

Releasing batches is a dedicated function. Make sure that no one uses the Accounts Payable application or releases A/P or G/L batches until the procedure is complete. For more details about releasing batches, see the online help topic Releasing Accounts Payable Batches.