Understanding Direct Posting in the Purchase Ledger

Modified on Sat, 12 Jul at 9:00 AM

This guide explains how direct posting works in the Purchase Ledger, and how it affects whether an invoice is posted straight to transactions or temporarily held in the GANI (Goods Awaiting Invoice) queue.

Correct use of direct posting ensures that supplier invoices are processed efficiently, reduces reconciliation delays, and prevents confusion over held postings.

What is Direct Posting?

Direct posting is a setting that allows certain purchase ledger invoices to bypass the GANI queue and post straight to the ledger transactions. This is useful when you are not matching against a delivery note or goods received process.

It is controlled by a checkbox or setting in the supplier or posting configuration, and its behaviour depends on what data is entered when posting.

How the GANI Works with Direct Posting

Whether a transaction goes to the GANI or posts directly depends on what information is entered at the time of posting, particularly in relation to invoice numbers and delivery note numbers.

Here’s how it works:

1. Direct Posting Ticked and Invoice Number Entered (Only)

The invoice posts directly to transactions.
It bypasses the GANI.
This is the intended behaviour of direct posting.

2. Direct Posting Ticked but Delivery Note Number Entered

Even with direct posting enabled, entering a delivery note number will cause the invoice to go to the GANI.
The system assumes that goods are being matched, so it holds the invoice in GANI until confirmed.

3. Direct Posting Not Ticked and Either Invoice or Delivery Note Entered

If direct posting is not ticked, then any entry of an invoice number or delivery note number will result in the invoice going to GANI.
You will need to manually release it from GANI for it to post to transactions.

Summary Table

Direct Posting	Invoice Number Entered	Delivery Note Entered	Result
Yes	Yes	No	Posts directly
Yes	Yes or No	Yes	Goes to GANI
No	Yes or No	Yes or No	Goes to GANI

Best Practices

Avoid entering delivery note numbers if you want to bypass the GANI and post invoices directly.
Use direct posting only for suppliers or scenarios where goods matching is not required.
Review the GANI regularly to ensure held invoices are processed in a timely manner.
Train users to understand that entering a delivery note number always implies goods matching, even if direct posting is enabled.