Pros and Cons of Batches vs Posting Individual Transactions

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Posted on by Kmuphaus

I am new to GP and looking for some advice on the best way to handle AP and AR transactions. In our current system, they post each transaction individually rather than using a batch. I am pretty sure it is best to use a batch in GP, but I am looking for some advice because I know I will be asked why they can't do it like they did in the old system.

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Heather Roggeveen 9,146 on at

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RE: Pros and Cons of Batches vs Posting Individual Transactions

Hi

I was going to make Victoria's point about the Batch Recovery. I don't know if other partners are seeing it, but we are starting to see more and more issues with transaction posting with interrupted statuses. Maybe it is to do with lots more people in virtualised environments, I don't know.

But - if posting in a batch, the user can "continue" the processing and 99 times out of 100, there will be no further issues. If transaction posting and issues crop up, it requires fixes in SQL.

So while I have always supported batches anyway, I insist on it more these days to reduce the intervention we may need to give!

Cheers

Heather

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Victoria Yudin 22,768 on at

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RE: Pros and Cons of Batches vs Posting Individual Transactions

Kelli,

You've already gotten some fabulous advice, I will add the following ideas:

- In my experience when there is a posting interruption or a system issue during posting, transactions in a batch are able to recover more 'gracefully'.

- I have seen many companies use the Batch ID as another field to filter and search on. For example, if you have a lot of AP users, you might want them to always put their initials and the date into the Batch ID. That way, you always know who created the transaction and when.

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Mahmoud Saadi 32,738 on at

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RE: Pros and Cons of Batches vs Posting Individual Transactions

Nothing more valuable to add up, the pros and cons have been clearly illustrated above.

Although, I would like to draw your attention that posting at the transaction level will post the associated journals entries to GL (not through), which means that journal entries will be saved in the GL regardless of whether your posting setup is post to or post through. That has always been the behavior of the system and should be considered as part of your decision.

I personally add my vote to the batch posting, more consistency, control and definitely a best practice.

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Community Member on at

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RE: Pros and Cons of Batches vs Posting Individual Transactions

Hi Kelli,

It purely depends upon your business needs. The transactions can be posted as Individual transactions or it can be saved in a batch to post it for later use. The batch posting can save your time, no need to post transactions one by one. Additionally, With the help of the batch window, user can print the edit list where it lists out if there is any issues with the transactions.

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Richard Wheeler 75,848 Moderator on at

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RE: Pros and Cons of Batches vs Posting Individual Transactions

Posting by batch is always preferred. This way users can enter transactions and then run an edit list to look for errors. Plus with batches, the posting journals can always be reprinted. Batches will provide a better audit trail and with batches you can post to and through the ledger. With posting individually they will always stop at the ledger. Another reason is the posting date. With batches you can set the posting date by batch as opposed to online transactions that will post by the current GP system date. I am sure there are other reasons but these came to mind first.

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Frank Hamelly | MVP... 46,615 Super User 2025 Season 2 on at

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RE: Pros and Cons of Batches vs Posting Individual Transactions

They can continue to post each transaction individually, or use batches, or a combination of both. The batch is used to make posting more efficient by 'bundling' transactions into a batch, which allows posting multiple transactions simultaneously. The batch can also be used as an intermediate step if review of transactions is required prior to batch posting.

Get familiar with the options available under 'Posting Setup' in the Administration>>Setup>>Company>>Posting>>Posting menu path. If you have access to that, open the Posting Setup window, hit the F1 key and read the Help Files. If you don't have administrator access, open the Help files using the F1 key and do a search of the Help files for "Posting Setup'.

Let us know if you have any other questions and good luck!

There really is no 'best way' to post AP and AR transactions. It depends on your internal business processes and preferences.

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