Processing a Batch

Batch processes have the following general features:

• The batch number drop-down menu at the top of the palette displays the batch that is being processed.
• For most processes, the batch month, batch year and batch number are only used as reference numbers.
• The batch steps are meant to be processed in order.
• Some processes have optional steps that do not have to be completed in order to commit the batch.

Batch number drop-down menu

When you select a batch process, the palette will expand and display all of the steps in the process. For example, if you open the AP module Computer Checks process, all of the steps in the Computer Checks process will display on the palette. At the top of the palette is a batch number drop-down menu. The batch number drop-down menu displays all of the open batches in the process and allows you to either create a new batch or select an existing batch.

If you have opened a multi-batch process (for example, BR Clear Transactions, GL Journal Entries or UB Past Dues), you can have as many open batches as you would like in the process. If you have opened a single-batch process (for example, GL Budget Adjustments or PR 1099s), you can have only one open batch in the process.

Batch numbers and journal entries

For most processes, the batch number is used for reference only and does not affect the fiscal period or fiscal year that the transactions in the batch are posted to. The journal entry date that is generally entered during the GL Distribution step will determine which fiscal period and fiscal year the journal entry created by the transactions in the process will be posted to, not the batch month and batch year. An example of an exception to this is the Computer Checks process in the Payroll module. The batch month and batch year of the Computer Checks batch determines which year to date quarter and year to date year the checks in the batch will be posted to.

Process the batch in order

The steps of a batch process are meant to be processed in the order they appear on the palette. For example, if you are entering AP Invoices (AP> Invoices), you must complete the steps in the order that they display on the Invoices palette (Settings, Invoices, Proof List, GL Distribution, Commit). If you make changes to an existing batch, the batch will reset the batch step that was modified. For example, if the GL Distribution Report has already been generated and the batch is ready to commit but you reprint the Proof List, the batch will reset to the Proof List step and you will have to regenerate the GL Distribution step.

Optional Batch Steps

Some processes have optional steps, or steps on the palette that are not required in order to commit the batch. Most of the time the optional steps are separate features that allow you to generate different kinds of transactions in the batch (for example, the Factor Interest feature on the UB Adjustments and Fees palette). You can tell a step is optional because you will be allowed to skip over the step on the palette.