Batching Receipts for Easy Entry and Retrieval
Use the Receipt Batches window to create receipt batches or to query existing batches. Batching receipts lets you:
- View the difference between your control and actual batch counts and amounts as you process your receipts. These differences can alert you to data entry errors, missing or lost receipts, or duplicate entries.
- Group related receipts together to share default attributes such as receipt class, payment method, and automatic numbering.
- Manage the time-consuming task of data entry. For example, you have many receipts to enter and want to divide the work among several people. You can create one batch and have each person entering receipts add them to the same batch.
You can add duplicate receipts to a batch. Duplicate receipts are receipts that have the same number, amount, and customer information.
You can post a receipt batch to your general ledger regardless of its status. You can delete a receipt batch only if it does not contain any receipts.
Note: If you add receipts in different currencies to a batch, the total amount reflects the amount entered in all currencies, not just the batch currency.
If you are remitting receipts, see: Creating Remittance Batches.
Attention: The GUI versions of Oracle Receivables let you enter receipts both individually and as part of a batch. Previous versions (i.e. character mode) required that you either entered receipts as part of a batch or entered them individually (in the latter case, you could not create batches at all). As a result, if you are using Receivables in character mode, you can only query receipts that were entered in the GUI version if they are part of a batch.
Batch Statuses
A batch has a status that indicates whether it is complete. A batch can have one of the following statuses:
New: This is a new batch that does not yet contain any receipts.
Out of Balance: The actual count and amount of receipts in this batch do not equal the control count and amount.
Open: The actual count and amount equal your control count and amount. However, you have not applied, identified, or placed on-account one or more receipts.
Closed: The actual count and amount match the control count and amount. All of the receipts in this batch have been either applied or placed on-account.
Prerequisites
To create a batch of receipts:
1. Navigate to the Receipt Batches or the Receipt Batches Summary window.
2. Choose a Batch Type of Manual Regular.
3. Enter a Batch Source. If you have defined the profile option AR: Receipt Batch Source, Receivables uses this as the default batch source, but you can change it. The batch source determines default attributes for receipts within this batch, including payment method, receipt class, and whether receipt numbers are assigned automatically.
Receivables uses the payment method to determine the accounting and remittance bank accounts for this receipt. The receipt class determines the processing steps for this receipt.
4. Enter a unique Batch Name. If Automatic Batch Numbering for the batch source you entered is Yes, Receivables assigns a batch name when you save.
Suggestion: If you use good naming conventions for your batches, you can easily find a batch or individual receipts within a batch for review.
5. If the currency for this batch is different from your functional currency, enter the Currency and exchange rate information. See: Foreign Currency Transactions.
Note: Receivables uses the batch currency as the default for each receipt that you add to this batch. However, you can add receipts to a batch that are in different currencies.
6. Enter the Batch, GL, and Deposit Dates for this batch (optional). The default batch and deposit date is the current date, but you can enter a different date. The default batch GL date is the last day of the most recent open period. You can change this date, but it must be in an open or future enterable period. The batch GL date provides the default GL date for each receipt in this batch.
7. Enter the Receipt Class, Payment Method, and Bank Name for this batch. The batch source provides default values, but you can change them.
Note: You can only enter payment methods assigned to this receipt class. You can enter any bank account assigned to the payment method if the account is in the same currency as the receipt, or the Receipt Multi-Currency flag for this remittance bank is set to Yes.
8. Enter the total number and amount of receipts that you want to add to this batch in the Control Count and Control Amount fields.
9. To add receipts to this batch, choose Receipts. Receivables saves your batch information. See: Entering Receipts.
When you add receipts to this batch or apply, unapply, reverse, or adjust receipts that are part of this batch, Receivables updates the batch totals. See: Receipts Field Reference.
See Also
Receipts Field Reference
Receipts
QuickCash
Post QuickCash
Define transaction batch sources