22 Using Batch Control to Manage the Entry Process

This chapter contains the following topics:

22.1 Understanding Batch Control

Batch control can help you manage the entry process. With batch control activated, you specify the number of documents and the total amount that you expect to enter in a batch. Then when you exit the last document in the batch, a form displays any differences between the expected and actual totals. Instead of reviewing each document individually, you can quickly determine whether the number of documents and total amount entered is correct or requires further review and possible revision.

Batch control is for your information only. The system does not prevent you from posting a batch if differences exist between the amounts that you entered and the amounts that you expected.

You activate batch control by system in the constants for AR, AP, and GL.

Batch control information is stored in the Batch Control Records table (F0011).

22.2 Entering Batch Control Information

This section provides an overview of batch control entry and discusses how to enter batch information.

22.2.1 Understanding Batch Control Entry

When you activate batch control in the constants, the system displays the Batch Control form. You use this form to enter information about the batch before you enter the transactions. This form works the same regardless of the system or entry program that you use. If you do not want to enter batch control information, you can bypass the Batch Control form.

22.2.2 Prerequisite

Before you complete the tasks in this section, you must verify that the Batch Control Required check box is selected on the General Accounting Constants form.

22.2.3 Form Used to Enter Batch Control Information

Form Name FormID Navigation Usage
Batch Control W011F Use one of these navigations:

Journal Entry, Reports, & Inquiries (G0911), Journal Entry

Customer Invoice Entry (G03B11), Standard Invoice Entry or Speed Invoice Entry

Supplier & Voucher Entry (G0411), Standard Voucher Entry or Speed Voucher Entry

Manual Billing (G1512), Manual Billing Entry

On the transaction entry form, click Add. When you select Speed Invoice Entry or Speed Voucher Entry, the system displays the Batch Control form automatically; do not click Add.

Enter batch control information.


22.2.4 Entering Batch Information

Access the Batch Control form.

Batch Number

Enter a number that identifies a group of transactions that the system processes and balances as a unit. You can either assign a batch number or let the system assign it using the Next Numbers program.

Total Batch Amount

Enter the total amount that you expect to enter for the batch of transactions without decimals. For journal entries, this amount is the total of the debits. In other systems, it is the total amount of all transactions in the batch.

Note:

To display the total batch amount with decimals, change the value of display decimals in the Data Dictionary for item AICU.

If you are entering journal entries using the Journal Entry program (P0911), enter the cumulative amount for all debit entries in the batch. For example, if you enter journal entry 1 and journal entry 2 in the same batch, sum all debit amounts for journal entry 1 and journal entry 2 to determine the total batch amount.

If you are entering transactions using the Standard Invoice Entry (P03B11), Speed Invoice Entry (P03B11SI), or Manual Billing Entry (P1511) program, enter the net amount for all invoices in the batch. For example, if you enter invoice 1 and invoice 2 in the same batch, sum all debit and credit amounts to determine the total batch amount.

If you are entering transactions using the Standard Voucher Entry (P0411) or Speed Voucher Entry (P0411SV) program, enter the net amount for all vouchers in the batch. For example, if you enter voucher 1 and voucher 2 in the same batch, sum all debit and credit amounts to determine the total batch amount.

Total Documents

Enter the number of documents that you expect to enter in the batch.

22.3 Reviewing Batch Control Information

This section provides an overview of batch control review and discusses how to review control information for a batch.

22.3.1 Understanding Batch Control Review

If you have batch control activated, after you enter transactions into the batch, the system compares the amounts you entered to the amount you expected to enter and displays the difference, if any, when you exit the batch. When you exit the batch, one of these actions occurs:

  • If the system has finished processing the batch, the Batch Control form appears. The system subtracts the totals that you entered for the batch from the totals that you expected to enter and displays the result in the Difference row on the Batch Control form. This can help you locate missing or duplicate entries before you post them. In the event of a difference, you should review your transactions to locate the discrepancy.

  • If the system has not finished processing the batch, the NOTIFY - The Batch Is Still In The Process Of Closing form appears with two options:

    • Retry

      Click Retry until the Batch Control form appears. This form appears when the system has finished processing the batch.

    • Cancel

      Click Cancel if you want to bypass the Batch Control form. You will not be able to compare the totals that you entered on the Batch Control form with the totals you entered for the batch. Bypassing the Batch Control form does not affect the transactions that you entered or the status of the batch.

22.3.2 Reviewing Control Information for a Batch

On the Batch Control form, review amounts in these fields:

  • Total Expected Amount

  • Total Expected Documents

  • Total Entered Amount

  • Total Entered Documents

    If you did not enter information on the Batch Control form before you entered transactions, the system displays negative numbers in the Difference row for Amount and Documents. The Batch Control form always uses this formula: Total Expected minus Total Entered. If you do not complete the Total Expected fields, the system assumes zero and your difference is negative. If you are not using batch control, or if you do not enter a total expected amount, the system compares the total amount of the transactions you enter to zero and displays the difference as a negative number.

    The batch review screen is used by many systems. As a result, some fields might not apply to batches created in a particular system.