The Automated Process

As transaction records are being added to the Financial Transactions tables, Ostendo will flag them as “Ready to Send”. 

Ostendo will post transactions to MoneyWorks based on the frequency set in System Settings. The frequency of posting can be set to in terms of minutes or hours. Frequency of once every 30 minutes or an hour should be sufficient.

All transactions which are “Ready to Send” will be assigned a batch number and posted as one batch in the following order:

       -        FINANCIALSUPPLIERS transactions to MoneyWorks Name table,

       -        FINANCIALCUSTOMERS transactions to MoneyWorks Name table,

       -        JOURNALHEADER and LINES transactions (except Invoice Payments and Invoice Deposits) to MoneyWorks Transaction table

       -        JOURNALINVHEADER and LINES transactions to MoneyWorks Transaction table

       -        JOURNALHEADER and LINES for Invoice Payments and Invoice Deposits to MoneyWorks Payments table.

This process runs automatically in the background , when there is at least one user logged in.

This process can be stopped if the “No External GL Posting” flag is ticked for ALL users of the system. This flag is found in SYSTEM CONFIGURATION à User Security & Options à User Options tab.

User intervention is only required if there are failed batches occurring – which is indicated in the top status bar of the Ostendo main screen:

If you click on the failed batches in the status bar, you will get the following:

Click on “Display All batches that Failed” button and you will see a list of failed batches.

Click on the Detail tab, and you will see the invalid transactions:

Reviewing and correcting Failed Batches:

The following GENERAL Inquiries are available to review the batches and transactions:

       -        Inquiry – Ledger Journals

       -        Inquiry – Ledger Sales Invoices

       -        Inquiry – Ledger Purchase Invoices

Example of Ledger Purchase Invoices inquiry – detail screen:

You could also create your own inquiries/database queries to review the transactions in these tables.

Common causes of failed batches include:

       -        Incorrect tax codes used (Tax code mapping not done correctly).

       -        Currency Code not set up in MoneyWorks

       -        Missing Account Codes (Cost Centre – Ledger Codes mapping incorrect or incomplete).

Once the errors are fixed, the batches can be re-posted by clicking on the Repost Batch, followed by the  Process Batches buttons.