Approving a Location Billing Batch

If the system is set up to require batch approval, you must approve billing batches before the system can post them. You can approve the location billings by batch or review each transaction individually. If you review a batch and find it in error, you can prevent it from posting by changing the status of the batch from approved to pending.

Access the Work With Batches form.

To approve a location billing batch:

1. Display all batches for all users or limit the search by completing one or more of these fields:

   • Batch Number

   • Batch Type

2. To review only posted or unposted batches, select one of these batch status options:

   • Unposted Batches

   • Posted Batches

3. To limit the search further, complete one or more of these fields and click Find:

   • Batch Date

   • Batch Status

   • User ID

4. Select a row and select Batch Approval from the Row menu.

5. On the Batch Approval form, click the Approved option and click OK.

6. To verify the approval, review the Status Description field on the Work With Batches form.

   To prevent an approved batch from posting, change its status to pending.

   • Batch Type

     Enter a value from user-defined code (UDC) table 98/IT (Batch Types) that specifies the system and type of transactions entered in a batch.

     The system assigns the value when you enter a transaction. You cannot assign new values. All batch types are hard coded.

     To limit the search to specific transactions, such as G for general accounting entries or V for accounts payable vouchers, enter the transaction batch type in this field. If you want to see a specific batch, you must enter both the batch number and type.

   • Batch Date

     Enter the date of the batch.

     Blank: The system date is used.

   • Batch Status

     Enter a value from UDC 98/IC (Batch Status) that indicates the posting status of a batch. Values are:

     Blank: Unposted batches that are pending approval or have a status of approved.

     A: Approved for posting. The batch has no errors, and is in balance, but has not yet been posted.

     D: Posted. The batch posted successfully.

     E: Error. The batch is in error. You must correct the batch before it can post.

     P: Posting. The system is in the process of posting the batch to the general ledger. The batch is unavailable until the posting process is complete. If errors occur during the post, the batch status changes to E (error).

     U: In use. The batch is temporarily unavailable because someone is working with it, or the batch appears to be in use because a power failure occurred while the batch was open.

     If appropriate, select one of these options to display records by batch status:

     • Unposted Batches

     • Posted Batches

     • All Batches