Batch Entry

 

Batch Entry

"Batch Entry" is a function that will let the user enter Accounts Receivable transactions in groups. The system will also allow the user to enter

transactions individually, however, the advantages of "Batch Entry" include:

 

• The capability to conveniently save partially entered transactions and to come back to these transactions at a later time.

 

• Batch Entry will provide a convenient method for double-checking multiple transactions. Transactions entered as a Batch may reference a single

     audit trail whose totals may be printed for verification.

 

• The capability to have someone enter the transactions in a batch and subsequently checked by a supervisor who then posts the batch.

 

• Entering transactions in a Batch will allow the user to conveniently balance and track archived transactions.

 

• The system will generate a single General Ledger audit trail when the Accounts Receivable batch is processed.

 

Create/View/Edit AR Batch

Select main screen function Entry/Batch Entry (or, alternately, select drop-down menu option Entry/Batch Entry) and the system will display the

"AR Batch Entry" screen.

 

AR Batch Entry Screen

 

The top section ("Batches") will display a list of "unposted" Accounts Receivable Batches, and as a specific Batch is highlighted, the lower window

("Transactions")will display the transactions that are included in the Batch. The total number of transactions and value will also be displayed for

the Batch.

Customer accounts will not be updated until a Batch has been posted.

 

Batches may be created for the following Transaction Types: "Invoice", "Credit Note", "Receipt", "Credit Journal" and "Debit Journal".

 

Batches Window ("AR Batch Entry" Screen)

 

AR Top Batches Entry Screen

 

This window will display a list of unposted AR Batches. Function buttons to "Add", "Edit", "Search", "Post", "Audit Trail" and "Delete" will be

available, as discussed in the following paragraphs.  

 

Add/Edit (Batches)

Click Add to add a batch or Edit to edit an existing batch. The system will display a screen to create an AR Batch.

 

 AR Batch Entry Screen Receipt

 

The user will select the "Transaction Type", a "Batch Date" and may enter a "Description" (optional). The "Batch Number" will be automatically

assigned by the system. The user will also select a GL Bank Code for a receipt. The Plant ID field will only be displayed if the user is operating

in a multi-plant environment. This will facilitate assigning a batch to a specific plant.

 

Batch Date:

The "Batch Date" will default to the current date unless the current date falls outside of the current financial month (Era). In that event, the system

will default to the first or last day of the financial month depending on whether the current date is prior to or after the financial period.

 

Note that transactions included in the batch will be posted to the Accounting Period determined by the "Batch Date". Typically, the transactions

in the batch should have the same date as the batch (or at least the same month).

 

In exceptional circumstances, however, it will be possible to date the batch in one month (say "September") and the transactions in a prior month

(for example, "August"). This would have the effect of updating the September figures in AR reports but Customer statements will show the August

date. This might be deemed the best way to handle, for example, August transactions that were mistakenly not processed before the August rollover.

 

A warning will be displayed if the user attempts to enter transactions that are not in the current financial month.

 

Search (Batches)Click Search to activate a search utility that will allow the user to search for a specific Batch.

The system will display the "Batch Search"

screen.

 

Batch Search Screen

 

Enter search parameters in the usual way.

 

Post (Batches)

Click Post to post a Batch and associated transactions to the General Ledger. The system will display a confirmation screen before posting the

transactions.

 

 

Answer "Yes" and the system will post the transactions and will remove the Batch and transactions from the list of unposted transactions.

 

Audit Trail (Batches)

Click Audit Trail to view the "AR Batch Audit Trail" report. The system will display details of the Batch before the user posts the entries.

 

AR Audit Trail Report

 

Delete (Batches)

Click Delete to delete a Batch.

 

Transactions Window ("AR Batch Entry" Screen)

Note that the user may enter transactions as part of a Batch or may choose to enter transactions individually.  When a user highlights a Batch in the

"Batches" window, the "Transactions" window will list transactions that have been entered for the Batch.

 

Transactions Window (part of "AR Batch Entry" Screen)

 

 

The following functions will be available for "Transactions":

 

•  Add/Edit/Delete (Transactions)

The subsequent screen display will depend on the Transaction Type. See screens in Sections 6.2 through 6.6

 

•  Print/Print Batch

These functions will allow the user to print an individual Invoice or Credit Note, or a batch.

 

•  Transfer

This function will allow the user to transfer a highlighted transaction to a different batch.  Click Transfer and the system will display a window

where the user will be able to choose a batch.  This is convenient if using the draft invoice functionality and the user is waiting for one invoice

before posting a large batch.  With the Transfer function, the one invoice may be moved to another batch to allow posting the large batch.

 

•  Record Log (Transactions)

Click Record Log (highlight a transaction) to view an entry record for the transaction.

 

Record Log Screen