Invoice Posting

MckenZie Walker
MckenZie Walker
Third Anniversary Name Dropper Participant Facilitator 1
in Blackbaud Financial Edge NXT® General Discussions

When does an invoice post to the GL? Once it is saved? approved? Whenever we elect to “post subledger”?

On a related note does an approved invoice request become an approved invoice? or a pending invoice?

Comments

  • Anthony Eberspacher
    Anthony Eberspacher
    Third Anniversary Name Dropper Facilitator 1

    @MckenZie Walker It only posts to the GL once you post to the subledger is my understanding.

  • Alison Wong
    Alison Wong
    Fifth Anniversary Name Dropper Facilitator 1

    @MckenZie Walker
    Only “Approved” status invoices are eligible for posting to the GL. To post to the GL, go to “Accounts Payable Processing” and “Post to General Ledger”.

    Approved invoice request does not automatically become an approved invoice.

  • Nate Hug
    Nate Hug Blackbaud Employee
    Eighth Anniversary Kudos 2 Name Dropper Participant

    @MckenZie Walker

    Hello!

    My name is Nate Hug and I work for Blackbaud University.

    I wanted to address the following question:

    When does an invoice post to the GL? Once it is saved? approved? Whenever we elect to “post subledger”?

    This is a great question! First, before I talk about how to post, there is something known as a “Business Rule” in FE NXT that will be helpful to be familar with. You can think of Business Rules as system wide rules. One of these Business Rules you can turn on or off is “Require invoice approval before payment or posting.” Some organization turn that on, some don’t, it’s up to you! So you could have your system set up so that invoices with the status of “Pending” or “Approved” could be posted or you could make it so only approved invoices could be posted.

    Now, let’s say I had an invoice that needed to be posted, I would go to General Ledger and then on the dropdown, I would click Post Subledgers. From there, take a look at this article.

    Invoices in FE NXT will only post to the GL by going to General Ledger, clicking post subledgers and following the steps outlined in that article. One thing not mentioned in that article that I would recommend would be validating first (by clicking the validation button), then reading over the valdiation report to make sure it looks good to you (FE NXT does a check, but I advise you still look it over with your own eyes as well just to be doubly sure) and then posting (by clicking the post button).

    Now as a heads up, another topic to potentially keep in mind would be your post date. The Post date is the date\\fiscal period to which the transaction posts to General ledger. The date on which the transaction is actually posted to the GL does not affect when the activity will show in General Ledger; this is determined only by the date in the Post date field.

    More information about post dates can be found here.

    If you’re interested in seeing some of those topics I mentioned above in action, I definitely recommended enrolling in some of our FE NXT training courses. We have a wide variety of FE NXT courses including various AP ones!

    I hope this helps answer the first half of your question ?
    -Nate

  • MckenZie Walker
    MckenZie Walker
    Third Anniversary Name Dropper Participant Facilitator 1

    @Nate Hug
    @ Alison Wong @Anthony Eberspacher

    Thank you!

  • Ashley Castillo
    Ashley Castillo
    Facilitator 1

    @Nate Hug Hi Nate, thank you for sharing this information. I am trying to find a way to post an individual invoice not by “All Dates”, “This Month”, and “Last Month” as there are multiple employees entering and posting at the same time and would like to post just only the invoices I entered.

  • Nate Hug
    Nate Hug Blackbaud Employee
    Eighth Anniversary Kudos 2 Name Dropper Participant

    @Ashley Castillo Hello! We'd probably need to have a fuller discussion to figure out exactly what you're looking to do - but generally speaking when it comes to controlling what you do or do not post, you will be using the settings of the post parameter.

    These can be found by going to GL>Post Subledgers and then on that page you will see the post parameters listed out. You can make new post parameters from here or edit existing. Within these post parameter settings is where you can control what gets posted. I would encourage you to look through these filters.

    As a pro tip, you can sometimes create a query, then filter by the query. Meaning, you can create a query of invoices, then filter the post parameter by said query. It's a little advanced of technique, but a very neat option. If you're unfamiliar with queries, I would recommend taking the Blackbaud University course: FE NXT: Query to learn about this tool. There is a live instructor version of this course as well as an OnDemand eLearning.

    Of course, since you are looking to get a little more technical with your posts, I would REALLY encourage you to validate before posting and then look over the validation report to make sure the post parameter is setup correctly and pulling in what you want to post.

    If you need help setting this up, I encourage you to reach out to the support team! I hope this explanation can begin pointing you in the proper direction!

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