Posting settings
Posting is the moment an entry is written to your general ledger and starts counting in your reports. Until then, a statement, journal entry, accrual or invoice exists in Bokapsys but has no effect on your Income Statement or Balance Sheet.
Posting Config lets you decide, for each kind of entry, whether Bokapsys posts it for you or waits for you to review it first. You find it in Company Settings → Posting Config.
Before you start
Section titled “Before you start”You need permission to view company settings to see Posting Config, and permission to edit them to change it. Workspace owners and admins have both by default. See Team and roles.
Choose automatic or manual posting
Section titled “Choose automatic or manual posting”Each source has its own setting:
| Source | Default |
|---|---|
| Bank statement entries | Auto-post |
| Accruals | Auto-post |
| Journal entries | Auto-post |
| Depreciation schedules | Auto-post |
| Prepaid amortization schedules | Auto-post |
| Loan amortization schedules | Auto-post |
| Customer invoices (AR) | Manual |
| Vendor bills (AP) | Manual |
Invoices and bills default to manual so that what customers owe you and what you owe vendors is reviewed before it reaches your books.
- Go to Company Settings and open the Posting Config tab.
- For each source, click Manual or Auto-post. The line shows what is currently selected.
- The change saves straight away.
What each mode does
Section titled “What each mode does”- Auto-post: Bokapsys posts new entries for you, usually within a few minutes. Statements from a live bank feed post as they are synced; statements from uploaded files post shortly after they are mapped. Invoices post when they are issued, and bills when they are approved.
- Manual: entries wait until you post them yourself.
Changing a setting affects new entries from then on. It does not change anything already posted.
The Post Now banner
Section titled “The Post Now banner”Pages that create entries, such as View Statements, Journal Entries, Manage Accruals, Depreciation, Prepaid Amortization and Debt Amortization, show a banner whenever entries are waiting to be posted:
- In Manual mode the banner is amber and tells you how many entries are unposted, as a reminder that reports may not reflect the latest data.
- In Auto-post mode the banner is informational and tells you how many entries are queued for automatic posting.
In both modes the banner offers View pending, to see what is waiting, and Post Now, to choose exactly which entries to post and post them immediately. Financial reports shows the same banner across every source at once.
Entries that do not post
Section titled “Entries that do not post”An entry is held back, rather than posted, when:
- Its date is in a closed accounting period. Reopen the period on Reporting config, or reverse the year-end close if the whole year is closed, then post it.
- A journal entry is out of balance. Debits must equal credits.
- A statement is dated on or before your opening-balance date from a trial balance import. Its effect is already in your opening balances, so it is deliberately kept out.
- A statement is classified to a Cash account. It would count the same cash twice, so it is not posted. Reclassify it to what it really is.
Bokapsys tells you about each of these rather than skipping them silently: when you post statements, and on Financial reports and Reconciliation.
Auto-categorize every transaction
Section titled “Auto-categorize every transaction”Below the per-source settings is Auto-categorize every transaction. It decides what happens to a bank statement that Bokapsys cannot confidently match to an account.
-
On (the default): the statement is filed to Uncategorized Expense if money went out, or Uncategorized Income if money came in, and posted. Your books stay complete and your bank balance reconciles, even before every statement is classified. These statements stay flagged in an Uncategorized group in Mapping Statements, so you can give them a real account later. When you do, the entry is reposted to the new account.
-
Off: the statement is left without an account. It is not in your books until someone classifies it, and it waits in Mapping Statements. Choose this if you, or your accountant, prefer to classify every unknown item by hand.
Bank feed connections
Section titled “Bank feed connections”If your workspace uses live bank feeds, the Posting Config tab also shows a Bank feed connections card. It decides where new bank connections go:
- Production connects to your real bank. This is the normal setting.
- Sandbox connects to Plaid’s test banks, so you can try the whole flow with made-up transactions.
- Go to Company Settings → Posting Config.
- In Bank feed connections, next to Environment for new connections, click Production or Sandbox. The card shows which one is current.
- If you choose Sandbox, read the confirmation and click Use sandbox.
You need permission to edit company settings to change this. Under Your connections, the card lists each bank you have connected and whether it is Production or Sandbox. Each connection keeps the environment it was made in. Changing the setting never moves an existing connection, so your real bank feeds keep syncing while Sandbox is on.
Closed periods
Section titled “Closed periods”A closed accounting period cannot receive new entries. Close and reopen individual months on Reporting Config → Reporting Periods (see Reporting config). Closing a fiscal year with Year-End Close locks every month in that year until the close is reversed.