Generating Pre-Posting Journals
Use the Position Batch Post/Report page to generate the following journals before running the actual posting. This enables you to determine if any errors exist in the positions and rates being posted, so that you can correct them.
Batch Position PrePosting | Orders records first by job class, and then position code. The data also includes the location and authorized FTE's. For the pay rates assigned, the report lists each employee's ID number and name, as well as the rate number and type (primary or secondary). Also shown are the rates' FTE values and occupied flags, all of which which should be set to Y. The report's default file name is batpos43.rpt. |
Batch Position PrePosting Account Differences | Reports any differences between the distributions for new rates and those in the original. If so, the following message displays in the Position Batch Post/Report page: Some position distribution accounts differ. The Batch Position Pre-Posting Account Differences report is not automatically generated. Instead, it is stored in a file named acctdiff.rpt. |
To run the journals without posting, leave the Position Batch Post/Report page's Post Batch Entries checkbox blank.
Correcting Errors
Besides listing the records that will be affected, the pre-posting journals include two types of messages:
Error messages | Indicate problems that will prevent the entire class (and all of its positions/rates) from being posted. These errors must be corrected. |
Warnings | Indicate that certain data may be altered in the posting process; however, the records can still be posted. |
Most messages relate to rates that do not have positions assigned. Another common error is the overfilling of positions. In this case, the type of message that appears depends on the Position Control field in your Human Resources Profile.
- If the field is set to Y -Use Position Control, an error message generates when a position's Authorized FTE is exceeded. With this setting, overfilling is not permitted, and the system will prevent all positions and rates from being posted, not just those that are overfilled.
- If the field is set to T - Tracking Mode, overfilling is allowed, so a warning is issued instead, and the system will allow the posting.
To correct the errors indicated, use the Batch Position Edit and Assign Rates to Batch Positions pages, depending on the type of error. After making the corrections, run the reports again to make sure your records are error free.
Generate the pre-posting journals
- Select Human Resources > Entry & Processing > Position Control > Batch Position Control to display the Batch Position Control page.
- In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
In the List section, select the position you want to post, and then click Post to display the Position Batch Report/Post page. The page includes the following fields:
Job Class
The job class defaults from the batch position selected in the Batch Position Control page. You may select another job class, if needed.
Post Batch Entries
Leave the box blank to prevent the positions from being posted.
- Click OK.
- In the Print window, specify how to generate the report, and then click OK. The report's default file name is postplog.rpt.
The Batch Position Posting Account Differences Journal also generates if changes were made in your distributions. This report is stored in a file named acctdiff.rpt. - Review the reports generate, correct any errors, and then re-run this option to make sure your records are correct
For the procedure on posting your batch records, refer to the next section, Posting Batch Positions.
Important
The system cannot post records when a Job Class contains any error. Keep in mind that errors are different from warnings. Records that generate warnings can be posted.