Under the Posting menu in a sales document, you can choose between the following posting functions:
- Post and New
- Post and Send
- Preview Posting
- Post Batch
- Test Report
[NOTE!] For sales orders, you can also see options related to the prepayments functionality. For more information, see Invoicing Prepayments.
When you have completed all the lines and entered all the information on the sales order, you can post it. This creates a shipment and an invoice.
When a sales order is posted, the customer's account, the general ledger, and the item ledger entries are updated.
For each sales order, a sales entry is created in the G/L Entry table. An entry is also created in the customer's account in the Cust. Ledger Entry table and a general ledger entry is created in the relevant receivables account. In addition, posting the order may result in a VAT entry and a general ledger entry for the discount amount. Whether an entry for the discount is posted depends on the contents of the Discount Posting field on the Sales & Receivables Setup page.
For each sales order line, an item ledger entry will be created in the Item Ledger Entry table (if the sales lines contain item numbers) or a general ledger entry will be created in the G/L Entry table (if the sales lines contain a general ledger account). In addition to this, sales orders are always recorded in the Sales Shipment Header and Sales Invoice Header tables.
When you post an order, you can create both a shipment and an invoice. These can be done at the same time or independently. You can also create a partial shipment and a partial invoice by completing the Qty. to Ship and Qty. to Invoice fields on the individual sales order lines before you post. Note that you cannot create an invoice for something that is not shipped. That is, before you can invoice, you must have recorded a shipment, or you must choose to ship and invoice at the same time.
You can either post, or post and send. If you choose to post and send, a PDF file is generated that you can then send. You can also choose the Post Batch function, which lets you post several orders at the same time. For more information, see Post Multiple Documents at the Same Time.
Viewing Ledger Entries
When the posting is completed, the posted sales lines are removed from the order. A message tells you when the posting is completed. After this, you will be able to see the posted entries in the various pages that contain posted entries, such as the Cust. Ledger Entries, G/L Entries, Item Ledger Entries, Posted Sales Shipments, and Posted Sales Invoices pages.
In most cases, you can open ledger entries from the affected card or document. For example, on the Customer Card page, choose the Ledger Entries action.
Editing Ledger Entries
You can edit certain fields on posted purchase documents, such as the Package Tracking No. field. For more information, see Edit Posted Documents. For more critical fields that affect the auditing trail, you must reverse or undo posting. For more information, see Reverse Journal Postings and Undo Receipts/Shipments.
See Related Training at Microsoft Learn
Post Multiple Documents at the Same Time
Edit Posted Documents
Send Documents by Email
Correct or Cancel Unpaid Sales Invoices
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