Selections

Period Selection

Select the period range to view batches for.

• Period - batches entered in the selected Period only are shown.
• Last Period - batches entered in the period prior to the Current Period are shown.
• Year - batches for the current year are shown.
• All Periods - all batches are shown.
• Range of Periods - select a range of periods to appear in the From /To Lookups.

Period lookup has a year selection. Press Ctrl+Up and Ctrl+Down or Ctrl++ and Ctrl+- (numeric keypad) to move through a year at a time. Press + or - (numeric keypad) to move forward or backward a period.

Default is Range of Periods with From Period set to First Available period for GL and To Period set to Last Available period for GL.

Module Selection

Select the Source Module to view batches for.

Selection

View Unposted (default), Posted, Deleted or All Batches (Excl Deleted).

Note: All Batches option show all Posted and Unposted batches, Deleted batches are excluded.

Grid toolbar

Expand Toolbar (Alt+F9)

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

Insert (F4)

You can create a new batch, the following Batch classes are available,

• GL Batch - a GL Batch that will be removed from the unposted batches list when posted.
• Standing - when a Standing journal batch is posted, an identical unposted (Standing journal) batch is created for the next period. This is useful if the same amounts need to be posted to accounts each month, for example, monthly salaries.
• Reversing - enter a batch in one period and reverse it in the following accounting period without the need to re-key the batch, for example, reversing journals are commonly used for Accruals, where you take account now for something that will (or you expect will) happen in a future period. The common example is accruing for expenses you know you have incurred but have not received an Invoice for. When a reversing batch is posted, a Reversing Out Batch is created for the next period, with all Debits changed to Credits (and vice versa).
• Template - never posted, these are used as the basis for duplicating, normally as a GL Batch.

Other Batch Types

These batch classes are unavailable using the Insert Batch option:

Reversing Out (Duplicate Contra) - can be created by, open a batch, click Duplicate, select Reversing Out. All debits from the original batch are changed to credits (and vice versa).

Module Batch - these are created from AR, AP, CB, FA, IC, JC and GST. There are limitations on editing these batches to maintain data integrity and drill down to the originating transaction.

• IC, FA, JC Regrouping – FA, IC, and JC can all create Regrouping batches.
• IC Revaluation - a batch transferring the change in Stock on Hand due to revaluations since the previous revaluation between Stock on Hand in the balance sheet and Closing Stock in the trading account, see IC Revalue Stock on Hand.
• CB Revaluation - a batch transferring bank account variation journals between Unrealised Foreign Exchange Variation Reserve (Capital account under Asset Revaluation Reserve in Chart Of Accounts) and GL Account for Bank Account, see CB Revalue Foreign Bank Accounts.
• AR, AP Exchange Variation, a batch transferring realised and unrealised exchange variations for the period.

Delete (F3)

Delete a selected batch. If you are unsure, view the batch. The batch is transferred to the deleted batches list. Restore deleted batches by selecting the batch, click the Undelete button.

Open (F12)

Opens Batch data entry, view Transaction Batch including all lines. You can edit an unposted batch.

Print (Ctrl+P)

Print, or save as an Excel worksheet or PDF file and send as an attachment.

Filter / Sort List (Ctrl+F2)

Clear Filter / Sort (Ctrl+F3)

Apply or clear a Filter & Sort. The button changes to indicate if a filter and sort is applied.

Customise (Alt+F5)

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

Refresh (F5)

The Transaction Batch list reloads to reflect changes.

Post Selected (Alt+T)

You can post a single unposted batch, see GL Enter Transactions.

Post all up to current period (Alt+A)

You can post all batches for periods up to and including the Current Period for GL. It will terminate if it finds an invalid batch.

Import from File (Ctrl+I)

You can import Transaction Batches in the standard Accredo GL Batch format or the IMS Payroll Partner format.

Export to File (Ctrl+E)

You can export Transaction Batches in the standard Accredo GL Batch format.

Unpost selected (Alt+U)

Unpost current period batches (Alt+N)

Setup from Navigator > Setup > General Ledger > Settings - General tab > Allow Batch Unposting (control permission).

Unposting restores to an unposted state and removes the batch from account balances. Unposting a Standing or Reversing In batch prompts for whether a new Standing or Reversing Out batch created on post should be unposted and deleted.

You can use this button to restore a Deleted batch. The button hint will display "Undelete individual batch" when a delete batch is selected.

Find (Ctrl+F)

Find a batch using the Batch ID.

Customise Toolbar

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

Button

Batch (Alt+B)

Find a Batch by the Batch Number.

Posting batches

Batches may only be posted within the first and last available period and must balance, that is, total debits equals total credits. The transactions in the batch will be posted to the accounts.

Following posting, Standing Journal Batches are replicated as a new unposted batch for the next period. Reversing (In) batches are replicated as a new unposted batch for the next period with debits and credits reversed; the class on the new batch is Reversing Out.

Posting batches - errors

The message, Posting has been cancelled, may appear - you must correct errors to continue. The batch error will appear in the list, open the batch (F12) and edit it. Edit includes navigation keys to locate errors on lines. Possibly the batch does not balance (Debits not equal to Credits), check the batch total. Possible errors on lines are:

• Account not found - The account specified does not exist. This also occurs if the account number is blank. If the batch is a Module Batch, as well as correcting the batch, correct the subsidiary ledger account numbers to prevent this recurring.
• Account wrong type (not Standard) - You are attempting to post to an invalid account type (that is, to a heading, total or non-posting account). For a Module Batch, this may be an error in specifying the account numbers in a subsidiary ledger.
• Date not within Period - Dates on all lines must be within the date range for the period specified, correct this by changing the date or the period for the batch, as appropriate.
• Branch not found - The Branch specified does not exist, also if the branch is blank. (Accredo Saturn Only)
• Department not found - The Department specified does not exist, also occurs if the department is blank. (Accredo Saturn Only)

Integration with modules

Integration between subsidiary ledgers and the GL places Transaction Batches in the list of unposted GL Batches, post to integrate. However, unposted batches may not be valid for posting if account numbers and GL control codes have not been correctly setup in other ledgers, or if changes have been made to the Chart Of Accounts. Correct these by editing the batches in the same way as batches entered directly to the GL are edited.