Batching Transactions for Easy Entry and Retrieval
If you group your invoices and debit memos into batches, you can view the difference between your control and actual batch totals as you enter transactions. These differences alert you to data entry errors, missing or lost receipts, or duplicate entries. In addition, by grouping your related transactions in a batch, transactions can share default attributes such as transaction type, transaction source, and payment terms.
You can only delete a batch if it does not contain any transactions.
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, and it has not yet been saved. After you save, the status changes to Out of Balance, Open, or Closed.
Out of Balance: The actual count and amount of transactions 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 transactions.
Closed: The actual count and amount match the control count and amount. Each transaction in this batch is either applied or on-account.
Prerequisites
To create a batch of transactions:
1. Navigate to the Transaction Batches or the Transaction Batches Summary window.
2. Enter the transaction batch Source. Batch sources control invoice and invoice batch numbering and the default transaction types for transactions you add to this batch.
3. If Automatic Batch Numbering for this batch source is No, enter a unique batch Name. Otherwise, Receivables assigns a batch name when you save.
4. Enter the Batch and GL Date for this batch. The default batch date is the current date, but you can change it. The default GL Date is the current date. However, if the current date is not in an open period, the default is the last date of the most recent open period. The GL Date you enter must be in an Open or Future period. The batch and GL dates provide default dates for transactions that you add to this batch.
5. Enter the batch Currency. The default is your functional currency, but you can change it. If you change the batch currency and you have not defined daily conversion rates, enter exchange rate information. See: Foreign Currency Transactions.
6. Enter the total number of transactions in this batch in the Control Count field, then enter the total dollar amount of transactions in this batch in the Control Amount field.
7. To add transactions to this batch, choose Transactions or Transaction Summary. See: Entering Transactions. Receivables saves your batch information.
See Also
Transactions Field Reference
Batching Credit Memos
Define transaction types