Batch processing is new to General Ledger in version 4.0. You may use batch processing with the General Journal Entry and the Transaction Journal Entry options.

Batch processing in General Ledger can be enabled with General Ledger Set Up Options on the Entry Tab.  Simply check the Enable check box to enable the feature for either General Journal Entry or Transaction Journal Entry.

If batch processing has been enabled, the transactions entered, within each task, are grouped into individual batches.  Batches may be posted one at a time, allowing different posting dates, or all together, using the same posting date for all batches. 

If batch processing is not being used, all transactions entered together in the individual tasks post with the same posting date.

MAS 200 Paperless Office Support Tip

by Ken Phillips

DSD has found a problem with Best’s Extended Solution (formally Macabe Easy Solution) Paperless Office enhancement (LM-1018).

Paperless Office journal and register PDF files are named, partially, based on the Source Journal number. Previously created .PDF journal and register files with a name having the same Source Journal number are overwritten, and lost when the new journal or register with the same Source Journal number are posted (i.e. ABC_SO_DailySalesReports_SO-0028.PDF).

This will result when the General Ledger Options flag “Journal Number Reset” flag is set to either “Year End” or “Period End”.

To prevent this from occurring DSD and Sage Software recommends the following solution to prevent your prior year Paperless Office audit journals and registers from being purged:

1. Reset your General Ledger Options “Journal Number Reset” to “Do not reset”. Source Journal numbers (for AP, AR, SO, etc) will not change at Period or Year End, and will increase to 9999. When 9999 is reached, MAS 90 will automatically reset the Source Journal number to 0001.

2. Reset your Paperless Office setup option “Only Keep the Last Copy” check box to off, by un-checking the check box. This option adds a three-digit (000) sequence number to each register and journal PDF. This option is less recommended, because ALL registers and journals are saved, which includes pre-post registers, and will use a lot of disk space. Note: You can view and delete unwanted journals and registers in Paperless Office.

3. Verify that your MAS 90 backup schedule includes monthly archive backup tapes, which go back at least one full year. (For more detail, see DSD Support Tip #12 “MAS90 Recommended Tape Backup Strategy” in the Support section of the www.dsdinc.com website).

It is important these options be verified and changed immediately, or you may loose prior year audit journals and registers. DSD also recommends reviewing existing current Paperless Office journals and registers to verify if any have been lost, and attempt recovery from archived tape backups.

Sage Software is aware of this problem, and is currently making program changes to LM-1018 Paperless Office Extended Solution to ensure that registers and journals will not carry over the same name if certain options in G/L Options and LM-1018 setup options are checked. For example if the G/L Option “Reset Source Journal” flag is set to Period End or Year End, the LM-1018 will not allow the setting of “Only Keep Last Copy”.

Sage Software will be sending an out an email blast informing other users of LM-1018 of the changes Sage Software is in the process of making.