26 Working with Batches

This chapter contains the following topics:

26.1 Understanding the Batch Review Program

After you enter transactions into the system, you might want to review or revise them before you post them to the general ledger. Depending on whether the constants for AR, AP, and GL require management approval of batches, you also might need to approve the batches.

You use the same batch review program to review and approve any type of transaction batch online; therefore, the process to review and approve batches is the same, regardless of the system. The only difference among the various batch review programs in the Fundamentals Management systems is the name of the menu selection and form and the default batch type, which displays on the initial form called Work With Batches. The Work With Batches form displays information from the Batch Control Records table (F0011).

You can review any batch type from any batch review program. Because invoices and vouchers are two-sided entries, you can review the invoice or voucher as well as the GL distribution after accessing the batch review program.

26.1.1 Batch Review and Approval

After you enter transactions, you can review them at any time during the GL period before posting. Only approved batches of transactions are eligible to be posted. If a batch should not be posted until further analysis is completed, you can change the batch status to pending or, if applicable, leave the batch at a pending status. During the review process, you can also revise transactions in a batch or add transactions to it.

After you review transactions, you might need to approve the batch prior to posting. This depends on whether your company requires management approval before posting a batch. Based on the settings in the AR, AP, and GL constants, the system assigns either a pending or an approved status to the batch. If you do not require management approval of batches, the system automatically assigns an approved status to the batch.

26.1.2 Mobile Applications to Review and Approve Batches

The following mobile applications are available, and can be used to review and approve batches on a mobile device:

  • G/L Batch Approvals (Tablet and Smartphone)

  • Invoice Batch Approvals (Tablet and Smartphone)

  • Receipt Batch Approvals (Tablet and Smartphone)

  • Voucher Batch Approvals (Tablet and Smartphone)

These applications require system administrator configuration before they are available to individual users. Contact your system administrator to determine whether these applications are available for use.

Additionally, see the following topics in the JD Edwards EnterpriseOne Applications Mobile Enterprise Applications Implementation Guide:

26.2 Working with Batches of Transactions

This section discusses how to:

  • Set processing options for Batches (P0011).

  • Setting Processing Options for Voucher Batch Review program (P0411B).

  • Setting Processing Options for General Journal Review program (P0911B).

  • Setting Processing Options for Invoice Journal Review program (P03B11A).

  • Setting Processing Options for Payment Batch Review program (P0413C).

  • Setting Processing options for Draft Journal Review program (P03B613).

  • Setting Processing Options for Receipts Journal Review program (P03B212).

  • Review a batch.

  • Review transaction detail.

  • Revise transactions in an existing batch.

  • Approve batches.

26.2.1 Forms Used to Work with Batches of Transactions

Form Name FormID Navigation Usage
Work With Batches W0011A Use one of these navigations:

Supplier & Voucher Entry (G0411), Voucher Journal Review

Other Voucher Entry Methods (G04111), Voucher Journal Review

Manual Payment Processing (G0412), Review Payments

Automatic Payment Processing (G0413), Automatic Payment Review

Customer Invoice Entry (G03B11), Invoice Journal Review

Manual Receipts Processing (G03B12), Receipts Journal Review

Automated Receipts Processing (G03B13), Receipts Journal Review

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

Review a list of batches based on posting status as well as user ID, a specific batch date, and so on. Depending on the program that you select, the system displays vouchers, manual or automatic payments, invoices, manual or automatic receipts, or journal entries.
Voucher Entry Journal Review W0411BA Use one of these navigations and then select a batch on the Work With Batches form and click Select.

Supplier & Voucher Entry (G0411), Voucher Journal Review

Other Voucher Entry Methods (G04111), Voucher Journal Review

Review transaction amounts and GL dates for a batch of vouchers.
Payment Journal Review W0413CA Use one of these navigations and then select a batch on the Work With Batches form and click Select.

Manual Payment Processing (G0412), Review Payments

Automatic Payment Processing (G0413), Automatic Payment Review

Review transaction amounts and GL dates for a batch of payments.
Invoice Journal Review W03B11AA Customer Invoice Entry (G03B11), Invoice Journal Review

On the Work With Batches form, select a batch and click Select.

Review transaction amounts and GL dates for a batch of invoices.
Receipts Journal Review W03B212B Use one of these navigations, enter batch type RB and click Find. Then select the batch on the Work With Batches form and click Select.

Manual Receipts Processing (G03B12), Receipts Journal Review

Automated Receipts Processing (G03B13), Receipts Journal Review

Review transaction amounts and GL dates for a batch of receipts.
General Journal Review W0911BA Journal Entry, Reports, & Inquiries (G0911), General Journal Review

On the Work With Batches form, select a batch and click Select.

Review transaction amounts and GL dates for a batch of journal entries.
Enter Voucher - Payment Information W0411A On the Voucher Entry Journal Review form, click Select. Revise transaction detail for an existing voucher batch or add transactions to the batch.
Manual Payment Entry W0413MA On the Payment Journal Review form, click Select. Revise transaction detail for an existing payment batch or add transactions to the batch.
Standard Invoice Entry W03B11A On the Invoice Journal Review form, click Select. Revise transaction detail for an existing invoice batch or add transactions to the batch.
Receipt Entry W03B102E On the Receipts Journal Review form, click Select. Revise transaction detail for an existing receipts batch or add transactions to the batch.
Journal Entry W0911A On the General Journal Review form, click Select. Revise transaction detail for an existing journal entries batch or add transactions to the batch.
Batch Approval W0011C On the Work With Batches form, select one or more unposted batches. From the Row menu, select Batch Approval.

On the Batch Approval form, select the Approved – Batch is ready to post option.

Approve batches for posting. You can also prevent a batch from posting by temporarily changing the batch status from approved to pending on the Batch Approval form.

26.2.2 Setting Processing Options for Batches (P0011)

Processing options enable you to specify the default processing for programs.

26.2.2.1 Batch Type

1. Batch Type

Specify the batch type to use as the default value on the Work with Batches form.

26.2.2.2 Versions

1. Version for Voucher Batch Review (P0411B) Application

Specify the version that the system uses for the respective Batch Review program. If you leave this field blank, the system uses the default version ZJDE0001.

2. Version for Payment Batch Review (P0413C) Application

Specify the version that the system uses for the respective Batch Review program. If you leave this field blank, the system uses the default version ZJDE0001

3. Version for Invoice Journal Review (P03B11A) Application

Specify the version that the system uses for the respective Batch Review program. If you leave this field blank, the system uses the default version ZJDE0001.

4. Version for Receipts Journal Review (P03B212) Application

Specify the version that the system uses for the respective Batch Review program. If you leave this field blank, the system uses the default version ZJDE0001

5. Version for Drafts Journal Review (P03B613) Application

Specify the version that the system uses for the respective Batch Review program. If you leave this field blank, the system uses the default version ZJDE0001.

6. Version for General Journal Review (P0911B) Application

Specify the version that the system uses for the respective Batch Review program. If you leave this field blank, the system uses the default version ZJDE0001

26.2.3 Setting Processing Options for Voucher Batch Review Program (P0411B)

Processing options enable you to specify the default processing for programs

26.2.3.1 Versions for Select Mode

1. A/P Standard Voucher Entry (P0411) Version

Specify the version of Standard Voucher Entry program that the system uses to select a voucher. If you leave this field blank, the system uses the default version ZJDE0001.

2. Voucher Match (P4314) Version

Specify the version of Voucher Match program that the system uses to select a voucher with purchase order. If you leave this field blank, the system uses the default version

ZJDE0001.

3. Multi Company Single Supplier (P041016) Version

Specify the version of Multi Company Single Supplier program that the system uses to select a Multi Company Voucher. If you leave this field blank, the system uses the default version ZJDE0001.

4. A/P Manual Payments (P0413M) Version

Specify the version that the system uses for Manual Payment program. If you leave this field blank, the system uses the default version ZJDE0001.

26.2.3.2 Versions for Add Mode

1. Multi Company Single Supplier (P041016) Version

Specify the version of Multi Company Single Supplier program that the system uses to add a Multi Company Voucher. If you leave this field blank, the system uses the default version ZJDE0001.

2. A/P Standard Voucher Entry (P0411) Version

Specify the version of Standard Voucher Entry program that the system uses to add a voucher. If you leave this field blank, the system uses the default version ZJDE0001.

3. Voucher Entry with Manual Payment (P0411) Version

Specify the version of Voucher Entry with Manual Payment program that the system uses to add a Voucher with Payment Match. If you leave this field blank, the system uses the default version ZJDE0003.

4. Voucher Logging (P0411) Version

Specify the version of Logged Voucher Entry program that the system uses to add a Logged Voucher. If you leave this field blank, the system uses the default version ZJDE0008.

5. Prepayment Voucher Entry (P0411) Version

Specify the version of Prepayment Voucher Entry program that the system uses to add a Prepayment Voucher. If you leave this field blank, the system uses the default version ZJDE0009.

26.2.4 Setting Processing Options for General Journal Review Program (P0911B)

Processing options enable you to specify the default processing for programs.

26.2.4.1 Versions

1. Journal Entries (P0911) Version

Specify the version based on the selected batch type that the system uses for the respective Standard Application. If you leave this field blank, the system uses the default version ZJDE0001.

2. Journal Entries with VAT (P09106) Version

Specify the version based on the selected batch type that the system uses for the respective Standard Application. If you leave this field blank, the system uses the default version ZJDE0001.

26.2.5 Setting Processing Options for Invoice Journal Review Program (P03B11A)

Processing options enable you to specify the default processing for programs.

26.2.5.1 Versions

1. Standard Invoice Entry (P03B11) Version

Specify the version based on the selected batch type that the system uses for the respective Standard Application. If you leave this field blank, the system uses the default version ZJDE0001.

26.2.5.2 Process

This processing option is applicable to only invoices that are in the revenue recognition system.

Regardless of the value in the processing option, the system prints G/L entries from the F0911 table for the invoices in which all revenue has been recognized.

Revenue Recognition G/L Distribution

Blank: View the G/L entries from the Account Ledger table (F0911)

1: View the G/L entries from the Revenue Recognition GL Information table (F03B117)

26.2.6 Setting Processing Options for Payment Batch Review Program (P0413C)

Processing options enable you to specify the default processing for programs.

26.2.6.1 Versions

1. A/P Manual Payments (P0413M) Version

Specify the version based on the selected batch type that the system uses for the respective Standard Application. If you leave this field blank, the system uses the default version ZJDE0001.

26.2.7 Setting Processing Options for Draft Journal Review Program (P03B613)

Processing options enable you to specify the default processing for programs.

26.2.7.1 Draft

1. Customer Generated Draft

Select an option that specifies the type of processing for an event. If you enter 1 in this field the system displays the customer generated draft. If you leave this field blank, the system displays the supplier generated draft.

26.2.7.2 Versions for Select Mode

1. Draft Entry (P03B602) Version

Specify the version based on the selected batch type that the system uses for the respective Standard Application. If you leave this field blank, the system uses the default version ZJDE0001.

2. Journal Entries (P0911) Version

Specify the version based on the selected batch type that the system uses for the respective Standard Application. If you leave this field blank, the system uses the default version ZJDE0001.

26.2.7.3 Versions for Add mode

1. Draft Entry (P03B602) Version

Specify the version of Draft Entry program that the system uses to add a draft. If you leave this field blank, the system uses the default version ZJDE0001.

2. Customer Draft Entry (P03B602) Version

Specify the version of Customer Draft Entry program that the system uses to add a customer draft. If you leave this field blank, the system uses the default version ZJDE0002.

26.2.8 Setting Processing Options for Receipts Journal Review Program (P03B212)

Processing options enable you to specify the default processing for programs.

26.2.8.1 Default

1. Summarization Mode

Select an option to specify the type of processing for an event. If you enter 1, the system displays receipts in summarized mode. If you enter 0, the system displays receipts in detail mode.

26.2.8.2 Versions

1. Standard Receipts Entry (P03B102) Version

Specify the version based on the selected batch type that the system uses for the respective Standard Application. If you leave this processing option blank, the system uses version ZJDE0001.

2. Real Estate Receipts Entry (P15103) Version

Specify the version based on the selected batch type that the system uses for the respective Standard Application. If you leave this field blank, the system uses the default version ZJDE0001.

26.2.9 Reviewing a Batch

Access the Work With Batches form.

If batch review security is activated, the system displays only the batches that you are authorized to review and approve.

26.2.9.1 Difference Columns

If you use batch control to enter transactions, the Work With Batches form shows the differences between what you expected to enter and what you actually entered in a batch. These differences are shown for the number of documents (in the Difference Documents column) and input amount (in the Difference Amount column) and are informational only.

If you do not use batch control, the system subtracts your actual entries from zero, resulting in negative amounts in the Difference Amount and Difference Documents columns. The differences displayed are informational only.

26.2.10 Reviewing Transaction Detail

Access the General Journal Review form or other batch review form.

26.2.11 Revising Transactions in an Existing Batch

Access the Journal Entry form or other entry form.

26.2.11.1 Adding Transactions to an Existing Batch

If you select a batch on a transaction review form and then change the batch number, remember to click Find and then click Select again to revise or add transactions to that batch. If you do not click Find before you click Select, the system displays transactions for the previous batch instead on the entry form.

26.2.12 Approving Batches

Access the Batch Approval form.

Do one of the following:

  • To approve a single batch, select the Approved option and click OK.

  • To approve multiple batches, select the Approved option and from the Form menu, select OK to All.

  • To temporarily prevent an approved batch from posting, select the Pending option.