You can automatically post journal batches that meet specific criteria that you defined in an AutoPost criteria set. You can define multiple criteria sets that include a range of journal effective dates and multiple AutoPost priorities. AutoPost priorities include combinations of ledger or ledger set, journal source, journal category, balance type, and period.
AutoPost criteria sets are defined for combinations of chart of accounts and calendar. The data access set that is assigned to your responsibility determines the combination of chart of accounts and calendar that you can define for your criteria set.
Once you define an AutoPost criteria set, run the AutoPost program to select and post any journal batches that meet the criteria defined by the criteria set. You can also schedule the AutoPost program to run at specific times and submission intervals. You can submit the AutoPost program or schedule AutoPost runs directly from the AutoPost Criteria Sets window. Alternatively, you can use the Submit Request window.
When you enter the AutoPost priorities for a criteria set, you can enter All for one or more of the selection fields. Use this feature to select all ledgers and/or ledger sets in your data access set, journal sources or categories, all balance types, or all accounting periods. For example, suppose you enter journals every period that adjust your budget balances for subsequent periods. You can define a criteria set that selects all unposted journal batches with a source of Manual and a balance type of Budget for all periods. You can then schedule the AutoPost program to run at the beginning of every period, automatically post your budget adjustments, and update your budget balances.
If you use budgetary control, you can define a criteria set that posts the encumbrance journal batches that are created after the funds have been successfully reserved.
Note: If you recently upgraded from a version of General Ledger earlier than Release 11, any AutoPost criteria you had previously defined will be grouped together and saved in a new criteria set named Standard.
Prerequisites
Define your ledgers and ledger sets.
Define your journal sources and categories.
Define your calendar periods.
Navigate to the AutoPost Criteria Set window.
Enter a Criteria Set name and Description.
Mark the Enabled check box if you want to enable the criteria set now. Otherwise, leave the check box unmarked.
(Optional) Select the Enable Security checkbox to secure the AutoPost criteria set to prevent some users from viewing, making changes, or submitting it. See: Definition Access Sets.
If you do not enable security, all users who have access to this criteria set will be able to use, view, and modify the criteria set.
If the Assign Access function is available for your responsibility, the Assign Access button is enabled once you check the Enable Security check box. Choose the Assign Access button to assign the criteria set to one or more Definition Access Sets with the desired privileges. For more information, see Definition Access Sets.
If the Assign Access function has been excluded from your responsibility, you will not be able to view the Assign Access button in the AutoPost Criteria Set window. You can still secure the criteria set by checking the Enable Security check box, but only Definition Access Sets that are AutoAssigned will be automatically assigned to this criteria set. See your System Administrator for more information on Function Security.
Set your Posting Submission Options. If you choose the Submit Only Priorities with Batches in Order option, be sure to also enter the Number of Priorities.
Enter the range of Journal Effective Dates:
From: starting effective date of the range, entered as the number of days before the AutoPost submission date. This must be a number from 0 to 1000.
To: ending effective date of the range, entered as the number of days after the AutoPost submission date. This must be a number from 0 to 1000.
AutoPost will only select journals whose effective date is within the range of days before and after the AutoPost submission date.
Enter your AutoPost priorities for this criteria set. Each priority includes a Priority number, ledger or ledger set, journal Source, journal Category, Balance Type, and Period. For each criteria set, you can only select ledgers and ledger sets that share the same chart of accounts and calendar. The data access set of your responsibility determines which batches are selected for automatic posting when the criteria set is submitted. See: Ledger and Ledger Set Options and Balance Types.
Note: The priority number must be a value from 1 to 99, where 1 is the highest priority and 99 is the lowest. Batches with higher priorities are posted first. You can use the same priority number more than once.
You can enter All in any field (except Priority number) to select all ledgers and ledger sets, journal sources or categories, balance types, or accounting periods.
Note: If you are using Reporting Currencies (Journal or Subledger Level), you can define AutoPost priorities for your reporting currencies by selecting your reporting currency or selecting a ledger set that includes your reporting currency in the Ledger/Ledger Set field.
Save your work.
Navigate to the AutoPost Criteria Set window.
Query the AutoPost criteria set for which you want to run the AutoPost program. You can query on any AutoPost criteria set that has the same chart of accounts and calendar as your data access set and that is not secured using Definition Access Sets or for which you have been granted View privilege.
Choose the Submit AutoPost button. You can submit any AutoPost criteria set that is not secured using Definition Access Sets or for which you have been granted Use privilege.
Note: Optionally, you can submit the AutoPost program from the Submit Request window. Enter the AutoPost criteria set name in the Parameters window. You can submit any AutoPost criteria set that is not secured using Definition Access Sets or for which you have been granted Use privilege.
Review the AutoPost Execution Report after the program completes successfully. Use this report to review the journal batches selected for posting.
Navigate to the AutoPost Criteria Set window.
Query the AutoPost criteria set for which you want to schedule the AutoPost program. You can query on any AutoPost criteria set that has the same chart of accounts and calendar as your data access set and that is not secured using Definition Access Sets or for which you have been granted View privilege.
Choose the Schedule AutoPost button. The Submit Request window displays.
You can schedule any AutoPost criteria set that is not secured using Definition Access Sets or for which you have been granted Use privilege.
Note: Optionally, you can submit the AutoPost program from the Submit Request window. Enter the AutoPost criteria set name in the Parameters window. You can submit any AutoPost criteria set that is not secured using Definition Access Sets or for which you have been granted Use privilege.
Set the scheduling options on the Submit Request window.
Select the Submit button.
The following describes what Use, View, and Modify access mean as it pertains to AutoPost Criteria Sets:
Use Access: Allows you to submit criteria sets from the AutoPost Criteria Set window or Standard Requests Submission window. Also enables you to schedule criteria sets from the Standard Requests Submission window. You cannot view or modify criteria sets from the AutoPost Criteria Set window.
Note: To schedule criteria sets from the AutoPost Criteria Set window, you must have both View and Use privileges to the AutoPost Criteria Set.
View Access: Allows you to only view the AutoPost Criteria Set from the AutoPost Criteria Set window.
Modify Access: Allows you to view and make changes to the AutoPost Criteria Set from the AutoPost Criteria Set window. This includes making changes to the definition access set security assigned if the Assign Access button is available. You cannot submit or schedule the AutoPost Criteria Set from the AutoPost Criteria Set window.
Use, View, and Modify Access: Allows unlimited access to the AutoPost Criteria Set from the AutoPost Criteria Set window.
Submit All Priorities in Order: Select this option to submit the batches for all of your AutoPost priorities in the same AutoPost run. Note that priorities are processed in order, based on the Priority number.
Submit Only Priorities with Batches in Order: Select this option to submit batches only from the specified Number of Priorities in the same AutoPost run. If a priority results in no selected batches it is not included in the count of the number of priorities whose batches are processed. For example, if the number of priorities is 2 and your first priority has no selected batches, AutoPost will process priorities 2 and 3. If you submit AutoPost again, it will process priorities 4 and 5, and so on for each priority that has selected batches.
Note: Use this option when you need to balance the load on your concurrent manager. This may be necessary since a single AutoPost request that contains multiple priorities can result in numerous instances of the Posting program running concurrently. The load on the concurrent manager is increased further if a large number of journal batches are selected by your AutoPost priorities.
The Ledger/Ledger Set field determines the ledger or ledger set from which you want AutoPost to select journal batches for posting.
If the AutoPost criteria set priority has a specific ledger defined, AutoPost only considers those journal batches in which all journals in the batch belong to that ledger.
If the AutoPost criteria set priority has a specific ledger set defined, AutoPost only considers those journal batches in which all journals in the batch belong to the ledgers in that ledger set.
If the AutoPost criteria set priority has All defined in the Ledger/Ledger Set field, AutoPost considers those journal batches in which all journals in the batch belong to the ledgers and ledgers sets of your data access set.
The data access set of your responsibility determines which batches are selected for automatic posting when the criteria set is submitted.
If you use reporting currencies (journal or subledger level), you can specify your reporting currency in the Ledger/Ledger Set field.
Actual: Journal batches with actual balance type are only available for selection by AutoPost if the following are true:
The periods for the ledgers of all journals in the journal batch are open.
The batch control amount is equal to the sum of all debit and credit amounts of all journals in the journal batch if the batch control amount is entered.
The journal batch is taxed if tax is required.
The journal batch is approved if journal approval is required.
Budget: Journal batches with budget balance type are only available for selection by AutoPost if the following are true:
The batch control amount is equal to the sum of all debit and credit amounts of all journals in the journal batch if the batch control amount is entered.
The journal batch is approved if journal approval is required.
Encumbrance: Journal batches with encumbrance balance type are only available for selection by AutoPost if the following are true:
The batch control amount is equal to the sum of all debit and credit amounts of all journals in the journal batch if the batch control amount is entered.
The journal batch is approved if journal approval is required.