Overview

The Post Transactions screen lets you create journal and costing entries from processed asset transactions and post them to your connected accounting system. You can load unposted transactions, review them, select which ones to include, and then post them as a batch to the nominal ledger (general ledger). You can also export journal data to CSV or Excel.

Getting here

Open the sidebar.
Click Utilities.
Click Post Transactions.

You need the update-nominal permission to access this screen.

What you can do on this screen

Set up a batch header with a reference, date, period, and year.
Choose which transaction types to include (additions, depreciation, transfers, revaluations, disposals, and lease journals).
Filter transactions by company and category.
Configure posting options such as batch journalling, transaction references, costing, and journal summarisation.
Load unposted transactions that match your criteria.
Review transaction details, including nominal accounts and costing information.
Select individual transactions or all transactions for posting.
Post selected transactions to your connected financial integration.
Export journal data to CSV or Excel using configurable column templates.
Export a transaction report to Excel or PDF after posting.

Set up the batch header

The batch header defines the key details for the group of transactions you want to post.

Enter a Reference for the batch. This is required and can be up to 10 characters.
Select a Date for the batch. This is required and defaults to today's date.
Select the Year from the dropdown. This defaults to the current financial year.
Select the Period from the dropdown (1 to 13). This defaults to the current financial period.
Optionally, enter a Description for the batch (up to 400 characters).
Optionally, use the Company filter to restrict transactions to specific companies. By default, all companies are included.
Optionally, use the Category filter to restrict transactions to specific asset categories. By default, all categories are included.

You can collapse or expand the batch header section by clicking the Header bar.

Choose transaction types

Use the toggle switches under Include Transaction Types to choose which types of transactions to load and post:

Additions -- new asset additions.
Depreciation -- depreciation charges.
Transfers -- asset transfers between locations or categories.
Revaluations -- asset revaluations.
Disposals -- asset disposals.
Lease Journals -- FRS 102 lease journal entries.

You must enable at least one transaction type before you can load transactions.

Configure posting options

Under Posting Options, you can adjust how journal entries are created:

Batch Journal -- groups all journal entries under a single batch reference instead of creating individual entries per transaction. When enabled, a Batch Journal Ref field appears where you can enter a reference of up to 10 characters.
Use Transaction References -- uses the original asset transaction reference and notes on each journal line instead of the batch reference.
Do Not Post to Costing -- excludes project and cost centre data from the journal entries. Entries will not flow to the costing module.
Summarise Journal -- aggregates journal lines by nominal account and sub-ledger to produce fewer, consolidated entries.

These options default to the values configured in your system settings. You can change them for each batch.

Load transactions

Complete the batch header fields (at minimum, Reference and Date).
Enable at least one transaction type.
Click Load Transactions.

The system retrieves all unposted transactions that match your selected filters and displays them in the transactions table. A notification confirms how many transactions were loaded and whether any have errors.

Review transactions

Once loaded, transactions appear in a table with the following columns:

Company -- the company or integration database the transaction belongs to.
Type -- the transaction type (Addition, Depreciation, Disposal, Revaluation, Transfer, or Lease Journal).
Transaction Ref -- the unique reference for the transaction.
Asset -- the asset description and code. Click to navigate to the asset record.
Category -- the asset category. Click to navigate to the category record.
Cost -- the cost value of the transaction.
Depreciation -- the depreciation value of the transaction.
Status -- the current posting status (see below).

Filter and search

Use the tab bar above the table to filter by transaction type, or view only Posted or Errors entries.
Use the search box to find transactions by reference, asset code, asset description, nominal code, nominal description, category, or company.

Sort

Click any column header to sort the table. Click again to reverse the sort order, and a third time to clear the sort.

Expand a row

Click a row to expand it and view additional details:

GL Nominal Accounts -- the nominal accounts that the journal entries will be posted to, with codes and descriptions.
Costing -- the project and cost centre assigned to the transaction, if applicable.
Any error messages for that transaction (see Warnings and messages).

Pagination

Use the controls at the bottom of the table to change the page or adjust the number of rows shown per page.

Select transactions for posting

Use the checkbox on each row to select individual transactions for posting. Only transactions without errors and that have not already been posted can be selected.

To select all eligible transactions on the current page, use the checkbox in the table header.

The Selected summary card above the table shows how many valid transactions you have selected.

Post transactions

Select one or more valid transactions using the checkboxes.
Click Process Selected in the top-right corner of the screen.
A confirmation dialog appears showing the batch reference, batch date, period, year, and the number of transactions to be posted. If any transactions have errors, the dialog notes how many will be skipped.
Click Confirm & Process to proceed, or Cancel to go back.

While processing is in progress, a loading overlay is displayed and you cannot make changes.

When processing completes, a success dialog appears showing:

The total number of transactions processed.
How many were successfully posted.
How many had errors (if any).

From the success dialog you can:

Click Export to Excel to download a CSV file of the transaction details.
Click Export to PDF to generate a printable PDF report.
Click Continue to close the dialog and return to the transactions table.

After posting, the table updates to reflect the new statuses. You can continue to post any remaining unposted transactions.

Export journal data

You can export the journal data for your loaded transactions to a file:

Click Export Journal in the top-right corner of the screen.
Choose an export format: CSV or Excel (XLSX).
Select a Column Template to define which columns to include, or customise the columns using the column chooser.
Optionally, expand Preview Export to see a sample of the data before exporting.
Click Export CSV or Export Excel to download the file.

You can save your column selections as a custom template for reuse by clicking Save As and entering a name. Custom templates can be deleted using the delete button next to the template dropdown.

Summary cards

Above the transactions table, summary cards display key figures for the current batch:

Card	Description
Total Lines	The total number of transaction lines loaded that match your filters.
Selected	The number of valid transactions currently selected for posting.
Posted	The number of transactions that have been successfully posted.
Errors	The number of transactions that have errors and cannot be posted.
Total Cost	The sum of cost values for selected valid transactions.
Total Depreciation	The sum of depreciation values for selected valid transactions.

Transaction statuses

Each transaction line displays a status indicator:

Status	Meaning
Valid	The transaction is ready to be posted.
Error	The transaction has a sub-ledger or costing error and cannot be posted. Hover over the status to see the error details.
Not Posted	The transaction has not yet been posted to the integration.
Pending	The transaction is being processed.
Posted	The transaction has been successfully posted to the integration.
Exported	The journal data for this transaction has been exported.
Failed	The transaction failed to post to the integration.

For posted, exported, or failed transactions, hover over the status to see additional details such as the company, journal reference, or export date.

Field reference

Batch header fields

Field	Description	Required	Notes
Reference	A short identifier for the batch.	Yes	Maximum 10 characters.
Date	The date for the batch of journal entries.	Yes	Defaults to today's date.
Year	The financial year for the batch.	No	Defaults to the current financial year.
Period	The financial period for the batch.	No	Values 1 to 13. Defaults to the current financial period.
Company	Filters transactions to one or more companies.	No	Defaults to all companies.
Category	Filters transactions to one or more asset categories.	No	Defaults to all categories.
Description	A free-text description of the batch.	No	Maximum 400 characters.

Transaction type toggles

Toggle	Description
Additions	Include asset addition transactions.
Depreciation	Include depreciation transactions.
Transfers	Include asset transfer transactions.
Revaluations	Include asset revaluation transactions.
Disposals	Include asset disposal transactions.
Lease Journals	Include FRS 102 lease journal transactions.

Posting options

Option	Description	Default
Batch Journal	Groups journal entries under a single batch reference. When enabled, enter a Batch Journal Ref (up to 10 characters).	Off (configurable in system settings)
Use Transaction References	Uses the original transaction reference on each journal line instead of the batch reference.	On (configurable in system settings)
Do Not Post to Costing	Excludes project and cost centre data from the journal entries.	Off (configurable in system settings)
Summarise Journal	Aggregates journal lines by nominal account and sub-ledger.	Off (configurable in system settings)

Warnings and messages

Message	When it appears	What to do
"Reference is required"	You clicked Load Transactions without entering a batch reference.	Enter a value in the Reference field.
"Date is required"	You clicked Load Transactions without selecting a batch date.	Select a date in the Date field.
"No transaction types selected"	You clicked Load Transactions without enabling any transaction types.	Enable at least one transaction type toggle.
"No Transactions Found"	No unposted transactions match your selected filters.	Adjust your filters, transaction types, period, or year and try again.
"No valid lines to process"	All loaded transactions are either already posted or have errors.	Review the error details and resolve any issues before posting.
"Sub-Ledger Error"	A transaction has a problem with its sub-ledger configuration. Shown in the expanded row detail.	Check the sub-ledger settings for the affected asset or category.
"Costing Error"	A transaction has a problem with its costing data. Shown in the expanded row detail.	Check the costing configuration for the affected asset or category.
"Costing Disabled"	Post Costing Transactions is not enabled for this transaction type. Shown in the expanded row detail.	If costing is needed, enable it in the asset settings for this transaction type.
"Costing Excluded"	The Do Not Post to Costing option is enabled. Shown in the expanded row detail.	If you need costing data included, turn off Do Not Post to Costing in the posting options.
Lease journal backlog warning	One or more leases have multiple unposted periods.	Review your amortisation schedule before proceeding. All unposted periods will be posted to the current GL period.
"Navigate Away?"	You clicked a link while there are unsaved changes or unposted transactions.	Click Continue to leave the page, or Cancel to stay.
"Batch processed with errors"	The batch was posted but some transactions encountered errors.	Review the error details in the transactions table.
"Failed to process batch"	An error occurred during processing.	Check the error details and try again. If the problem persists, contact your administrator.