How do I update General Ledger?
Run the Update General Ledger routine to post transactions that are created in the Materials Management application to an interfaced General Ledger application.
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Update transactions to the General Ledger
This routine will update transactions to the General Ledger. The option to turn on the General Ledger interface in the Organization table must be selected. The routine will select transactions based on
When the transaction was created
If the transactions has already been updated to the General Ledger
Do this...
1. Open Connect Materials Management > Organization > Update General Ledger.
2. Select the GL Posting Period.
The routine will update transactions from Material Management to the selected posting period.
Which GL posting period do you want to use?
Select the posting period from the GL Posting Period drop-down list.
3. Enter the Beginning Date and Ending Date.
The default setting will select the current month.
What is the date range?
Enter date range in the Beginning Date and Ending Date fields.
4. Select the Summarization Level.
The summarization level refers to the amount of information to display on the report. Use Summary by Date to print totals for transactions by date. If you prefer to see more transaction information, use Detail.
How much information do you want to update?
I want to summarize transactions by GL account. Select Summary by GL Account.
I want to summarize transactions by date. Select Summary by Date.
5. Do not select the Update Transactions That Have Already Been Updated checkbox.
6. Set up the Print GL Update Report checkbox.
The GL update report prints all of the transactions that will be updated to the General Ledger based on the current date range. None of the transactions will be updated to the General Ledger by printing the GL update report.
Do you want to print a GL Update report?
Yes, I want to print a GL Update report. Select the Print GL Update Report checkbox. The routine will print the report; transactions will not be updated to the General Ledger unless the option to Update Caselle General Ledger or Create GL Update Export File is selected.
No, I do not want to print a GL Update report. Leave blank the Print GL Update Report checkbox.
7. Set up the Update Caselle General Ledger checkbox.
If the interface to the Caselle General Ledger is turned on, you can use Update Caselle General Ledger to post transactions directly to a posting period in the General Ledger.
Do you want to update transactions to a Caselle General Ledger?
Yes, I want to update transactions to a Caselle General Ledger. Select the Update Caselle General Ledger checkbox.
No, I do not want to update transactions to a Caselle General Ledger. Leave blank the Update Caselle General Ledger checkbox.
No, I want to update transactions to a non-Caselle General Ledger. For example, a different account software application or an Excel spreadsheet. Leave blank the Update Caselle General Ledger checkbox AND select the Create GL Update Export File checkbox. Then, you can import the export file into the non-Caselle General Ledger application.
8. Set up Include Inventory.
This option allows you to update transactions that record inventory.
Do you want to update inventory transactions?
Yes, I want to update inventory transactions. Select the Include Inventory checkbox. Then, choose the posting journal from the Journal Code drop-down list.
No, I do not want to update inventory transactions. Leave blank the Include Inventory checkbox.
9. Set up Include Overheads.
This option allows you to update transactions that record overheads.
Do you want to update overhead transactions?
Yes, I want to update overhead transactions. Select the Include Overheads checkbox. Then, choose the posting journal from the Journal Code drop-down list.
No, I do not want to update overhead transactions. Leave blank the Include Overheads checkbox.
10. Click GO (CTRL+G).
The transactions are updated.
Update transactions that were previously updated
You may encounter a situation when an updated transaction needs to be updated again. You can use the Update General Ledger routine to re-update transactions to a Caselle or a non-Caselle General Ledger.
What is an updated transaction?
An updated transaction is a transaction that has been posted to the General Ledger. The updated transaction is flagged so it will not be included the next time the General Ledger is updated.
Re-update transactions to a Caselle General Ledger
When you use this routine to post transactions to the General Ledger application, the system flags the transactions as updated, which prevents the transactions from being posted more than once. In the event that the transactions were posted incorrectly, you can use Update Transactions that have already been Updated to reset the updated flag so you can post the transactions again.
Do this...
1. Delete the transactions that will be re-updated from the General Ledger.
Important! Re-updating transactions without deleting the transactions that were posted during the previous session will create duplicate transactions in the General Ledger.
2. Open Connect Materials Management > Organization > Update General Ledger.
3. Set up the options to select transactions as usual.
4. Select the Update Transactions That Have Already Been Updated checkbox.
5. Click GO (CTRL+G).
Re-update transactions to a non-Caselle General Ledger
Like posting to the Caselle General Ledger, posting transactions to another application will also flag the transaction as updated.
Do this...
1. Delete the transactions that will be re-updated from the General Ledger.
Important! Re-updating transactions without deleting the transactions that were posted during the previous session will create duplicate transactions in the General Ledger.
2. Open Connect Materials Management > Organization > Update General Ledger.
3. Set up the options to select transactions as usual. Choose the options to print the General Ledger Update report or create the Export File.
4. Select the Update Transactions That Have Already Been Updated checkbox.
5. Click GO (CTRL+G).
6. Do you want to update the transactions manually?
Yes, I want to update transactions manually. Use the General Ledger Update report to re-enter the transactions in the General Ledger.
No, I do not want to update transactions manually. Import the export file to the General Ledger.
Print the General Ledger Update report
The General Ledger Update Report will print a list of transactions that are selected based on the current selection criteria. Printing the General Ledger Update report will NOT update transactions to the General Ledger. It will only show you which transactions have been selected.
Create an export file
The export file creates a file for importing into a non-Caselle General Ledger or spreadsheet. Creating the export file will change the update status for the transactions that have been included to updated. The updated status will keep the transaction from being included the next time a user runs the Update General Ledger routine.
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