Record multiple items
Grouped Transactions is ideal when you need to process many transactions of the same type at the same time. This means you can enter several transactions together in a list and then post them to the ledger in one go, instead of posting transactions individually.
You can group receipts and payments and post them at the same time, although the group can only contain one type of transaction at any one time.
You can successfully process receipts or payments for customers or suppliers in a foreign currency, provided:
- You operate a foreign bank account in the same currency as the entries you intend to record.
- All entries in the group use the same currency.
Note: You cannot process nominal payments or receipts using Grouped Transactions.
This option is similar in principle to Batched Transactions options provided in other Sage 200 modules, however there are a number of differences:
- Regardless of how many items are entered, only one posting to the Cash Book is made. The total value of the grouped entries is applied to the appropriate bank account. However individual entries are posted to the Sales, Purchase or Nominal Ledger, where appropriate.
- There is no total number or total value control which is found in Batched Transactions options.
- You cannot hold the group entries as you can with batch processing.
- You can allocate entries using the option. However, once you have allocated entries, you cannot delete the group, or edit or delete those entries which are allocated in the group.
- For receipts, the bank account is debited with the total value of the receipts while separate corresponding debit entries are made in the appropriate sales or purchase accounts.
- For payments, the bank account is credited with the total value of the payments. Separate corresponding debit entries are made in the appropriate sales or purchase accounts.
- Postings are made to the Nominal Ledger accounts for bank, sales and debtors control. For receipts, the control accounts are credited while the nominal bank account is debited. For payments, the control accounts are debited and the nominal bank account credited.
- One unique reference number is allocated to the grouped entries.
To record multiple items
Open: Cash Book > Payments and Receipts > Sales and Purchase > Grouped Transactions.
- Select the Bank account to be used.
- Select the Posting type (Sales Payment, Sales Receipt, Purchase Payment, Purchase Receipt).
- Enter the Transaction details (Date, Reference, Description and, if required, the Exchange rate to be used for the group of transactions).
- Click Add. The appropriate transaction type window is displayed for you to complete. For example, if you choose transaction entry type purchase payment the Enter Supplier Payment window is displayed.
- To amend a transaction prior to posting, select the transaction, click Edit and make the required changes.
- To delete a transaction prior to posting, select the transaction and click Delete.
- Add each transaction to the group list following the same rules used to enter the Posting type you are dealing with.
- Allocate trader entries if required.
- Click Save to commit the transactions to the ledgers.