Posting Historic Batches (3 years worth!)

Lee-Anne

Some quick random thoughts...

I'd talk with Tessitura support before proceeding there maybe some technical limits. I'd also talk with your finance department folks trying to determine how they want to report this in the system.

This has some implication on reporting.

It would be great to do them one per day per department. Back dating. However that could take a LONG time depending on how many batches you have.

When it comes to backdating posts. There is potentially a limit on how far you can backdate this is controlled by entries in T_defaults. Something like MAX BACKDATE. (You will have to look this up.)

The behavior for controlled and uncontrolled batches may be diffrent?

The behavior of batches created in earlier versions of Tessitura may be diffrent.

I'd do a live to test copy of the database and test there before proceeding with live.

Good luck.

--Tom

On Sat, Apr 18, 2015 at 6:15 AM, Tessitura Finance Forum wrote:

Hi

I've recently started working at the Young Vic as their Database Manager and have discovered that they haven't posted any batches since 2012.

Can anyone offer advice as to the best way of dealing with this? What will be the impact if I bulk posted all batches at the same time; as in over a period of a couple of day in lots? Should I backdated them to the actual date they were closed?

Any advice would be much appreciated.

Very many thanks

Lee-Anne



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The only major red flag this raises in my mind is that the batch posting process (for me, at least), is where any mistakes in GL # assignment are caught. Posting a batch is what finally locks a transaction to an account number, and if GL #s (for a payment method or contribution fund, for example) have changed over the past three years, then only posts after that point will be occurring to the correct GL #s.

So depending on how accounting is set up, you may want to audit all of your GL assignments before you actually do the posting so you can make necessary changes and get it right the first time (without having to run UP_UNPOST a bunch of times to make corrections).

Hi Lee-Anne

One of our consortium partners has just gone through the exercise of posting maybe 6,000 closed batches, having not  done it  from when they started using Tess in 2006 until about 2012, I think. They need to be all posted for the upgrade to v12. They did it in chunks of about a month's worth at a time, with the oldest just posted to the current date, and the newer ones posted back to the end of the relevant month, by the look of it, without causing any distress, AFAIK.

I guess my comment about the need to be careful is that you obviously don't have any business processes currently in place that depend on the integrity of batch posting records, so it's probably pretty safe. If someone wants to use the transactions by posting report or something similar in the future, they'd need to be aware of the unreliability of data back from now, but if that hasn't caused a problem to date, it's not likely to be critical.

Ken

Thanks all, there is some very good advice here.  I am particularly pleased to see that someone else (Ken) has gone through exactly the same experience.

But, yes, there is no G/L structure and the new financial year has not been set-up.  So I have a task ahead of me to sort out the financial structure on Tessitura for the company.