Header fields

Period

The period the batch applies to. When you add batches, the current GL period will appear, and can be changed if you are entering past or future period journals. Batches are posted to the specified period - all lines must be dated with the valid date range for the period specified. When standing journal batches are posted, the period is advanced to prevent accidental double posting. The period number is also advanced on the Reversing Out Batch created by posting a Reversing Batch.

Batch ID

A number for the journal batch. The Batch ID generates when the batch is saved.

Duplicate, in addition to Batch classes, you can duplicate a batch as a Reversing Out journal (for example, if a batch contains errors and you want to reverse it). Accredo will create a GL Batch, with all debits from the original batch changed to credits (and vice versa).

Selected, after selecting the Batch type to create, you are prompted to select a period (default is Current Period for the GL). If you select a period which differs from the period of the original batch the date on all batch lines will be set to the period end date for the selected period.

Source Module

A 2 character code indicating the transaction's source. Codes available are:

• AR - Accounts Receivable
• IC - Inventory Control
• AP - Accounts Payable
• CB - Cash Book
• GST - Goods and Services Tax Adjustments
• GL - General Ledger
• JC - Job Costing
• EX - External Source

Vertical toolbar

Expand Toolbar (Alt+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Edit (F11)

Edit the transaction batch.

Insert (F4)

Insert a new transaction batch. Select the batch class (GL Batch, Standing, Reversing, Template) from the drop-down menu. 

Duplicate (Shift+F4)

Insert a batch by duplicating the current batch. Select a Batch type from the drop-down. You can duplicate as different types, for example, duplicating a Standing Batch as a GL Batch.

Delete (F3)

Delete the batch. Only available for saved, unposted batches, when the user has permission.

Print (Ctrl+P)

Print a report of the information in the grid, before and after posting.

Links (Alt+F6)

Opens Links On... for the record, with a list of links for the record. The button changes to indicate if links are present.

Memos (F6)

Memos and alarms can be entered or edited. The button changes to indicate if memos and alarms are present. Opens Memos On... with a list of Memos.

Post individual batch (Alt+I)

Re-price the batch with Cost and Sell price changes that occurred since the last save. This is often used when duplicating a Standing Batch to ensure pricing is current.

Unpost (Alt+U)

Setup from Navigator > Setup > General Ledger > Settings > General tab > Allow Batch Unposting (control permission). You can also use this button to restore a Deleted batch as Unposted.

Unposting restores to an unposted state and removes the batch from account balances.

Note: Unposting a Standing or Reversing In batch prompts for whether any Standing or Reversing Out batch created on post of the batch to be unposted should be unposted and deleted. In the case of Standing batches this may be a chain of batches.

Delete Nil Lines (Alt+D)

Delete all nil lines from the batch. A line is considered to be nil if the quantity is zero - often used when duplicating a Standing Batch, entering quantities for the transactions and deleting non relevant lines.

Revalue Batch (Alt+R)

Revalue a batch imported from a Subsidiary Company when Source Currency for the batch is not Base Currency for the Ledger.

Customise Toolbar

Customise Toolbar or right-click in the toolbar below the buttons to access the Customise Toolbar Menu.

Batch tab

Class

The Batch type - GL Batch, Standing, Reversing (In), Reversing Out, Template or Module Batch, see GL Transaction Batches.

Details

Up to 30 character description for the batch contents.

Description

Up to 60 characters can be used to annotate the batch.

Status

The current status of the batch - Posted, Unposted or Deleted.

Company Code

The Company code for the batch.

Source ID

For batches imported from subsidiaries, the Company code and Source ID identify the originating batch in the subsidiary company.

Source Currency

The Source Currency for the batch.

Exch. Rate IE

The exchange rate used for Income and Expense accounts when a batch is imported from a subsidiary company operating in a different base currency.

Exch. Rate ALC

The exchange rate used for Asset, Liability and Capital accounts when a batch is imported from a subsidiary company operating in a different base currency.

Grid Lines

Account

The Account Number to post to. The account must be a Standard account. The drop down is restricted to Standard Accounts only.

Branch

The Branch code for the line. The default (Replicate or Blank) is set in GL Settings. (Accredo Saturn Only)

Dept

The Department code for the line. The default (Replicate or Blank) is set in GL Settings. (Accredo Saturn Only)

Debit

The Debit amount for the line.

Credit

The Credit amount for the line - only one of the Debit and Credit fields can contain a value.

Date

The transaction date, (default, the date on the line above), you can enter multiple lines with the same date. The date must be within the date range for the period of the batch.

Reference

The default (Replicate, Increment or Blank) is set in GL Settings.

Comment

Information from the Comment field on the source transaction if integration is set to Detailed. If integration is set to Summarised the comment will show the Transaction type or Analysis code. The field has a maximum size of 60 characters. The default behaviour (Replicate or Blank) is determined in GL Settings.

Hint: Often it is only necessary to enter the account number and the amount. In this case, press Ctrl+Enter to accept the line and go on to the next. This makes transaction entry very fast.

Account Name

The name of the account to post to.

Narration

If blank, the integration from the source module is set to Summarised or information from the Narration field on analysis lines in CB Transactions, AP Invoices and Credits, AP Cash Purchases and AR Invoices and Credits. The default (Replicate or Blank) is set in GL Settings.

Source Code

For Module batches the account code the line relates to.

Grid toolbar

Expand Toolbar (Ctrl+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Insert (F4)

Insert a new line.

Move (Shift+Up) (Shift+ Down)

Select a line and reorder the lines.

Delete (F3)

Delete a line.

Drill down (Shift+F12)

View the source document.

Sort (Ctrl+F2)

Sorts the transaction lines by a specified field or fields in ascending or descending order. When the batch is saved, the lines are saved in the applied order.

Customise (Alt+F5)

Opens Customise Fields, you can customise the fields visible in the grid.

Previous Error

(Alt+F7)

Next Error

(Alt+F8)

If there are errors in the batch, use these to move quickly from one to the next.

Find (Ctrl+F)

Find transactions by searching on a combination of:

• Account - exact match required.
• Branch - exact match required. (Accredo Saturn Only)
• Department - exact match required. (Accredo Saturn Only)
• Reference - must contain the text searched on.
• Comment - must contain the text searched on.
• Narration - must contain the text searched on.
• Source ID - exact match required.

Balance Batch (Ctrl+=)

Adds all debits and credits and calculates the difference, then adds the difference to the appropriate column (debit or credit), effectively balancing the batch.

Prompt for Delete Line On / Off (Shift+F3)

Toggle on and off to specify whether to confirm deletes. The default state is set in Users, Groups and Roles - Preferences tab.

Batch Footer

Debits, Credits, Batch Total

Show total Debits, total Credits and the Batch Total (Debits-Credits). The batch cannot be posted unless the Debits equals the Credits, that is, unless the Batch Total is zero. You can however save a batch which does not balance for editing later.

Error

A message indicating an error preventing posting of a batch for the current line. If this is blank, the line contains no error preventing posting. Click the Previous or Next Error buttons or press Alt+F7 or Alt+F8 to position the previous or next error.