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Accounts Receivable Batches
If you need to enter many transactions, it is quicker to use journal batches instead of the Standard
Transactions function.
The basic batch processing procedure is as follows:
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You can create as many batches as you require. Each batch exists independently. You can re-use batches once you post a batch.
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You enter batch lines in the batch window. As you complete a line, the system creates a new one. You can also create a new line yourself.
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You can edit or delete batch lines at any time.
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You can sort and group the batch lines using standard procedures.
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You can split lines and assign different tax rates to each split line.
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You can save a batch. This does not update any accounts. You can return to the batch at any time in the future and continue working on it. You can work on as many separate batches at once as you like.
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You can validate the batch. Batch validation checks for various situations that would prevent you from posting.
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When you are ready, you post the batch. The post procedure first performs a validation. If there are no errors, the system posts the transactions and values to the customer records and the general ledger.
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If you have set the batch to clear after posting, the system deletes the batch lines. If you have set the batch not to delete, the lines remain. You use this latter option for regular, recurring items. You can make global changes to the batch the next time you use it.
You access accounts receivable batches via the Transactions...Accounts Receivable...Accounts
Receivable Batches menu option, or via the system tree Accounts Receivable...Transactions...Accounts
Receivable Batches function.
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Chapter 7 – Accounts Receivable
When you create a new batch, the Batch Properties window displays, and you can set defaults and rules for the batch. You can access this window via the batch entry screen as well:
Each batch has a unique batch number. The system can generate these numbers automatically.
Check the Clear Batch After Post check box to clear the batch after you post it. Uncheck the check box to leave the batch in place so that you can re-use the transactions. Use this feature for transactions that recur each month. If you uncheck, you can specify how many times to repeat the batch.
Seamless integration is available into the accounts payable and general ledger modules. This feature allows you to offset debtors balances against creditors balances without processing journal entries.
You can split receipts by using the respective contra accounts.
Validation options are available to notify the system to trigger a message when an account is over terms or over the set credit limit.
The Foreign Currency Tab allows you to create batches in different currencies. Specify the currency of the batch being created by using the drop down menu.
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In the New Line Defaults tab, you can specify defaults for some of the transaction line fields. Setting these correctly can speed up your data entry considerably:
The batch entry screen looks like this:
Click the Save button to save the batch on disk. This does not post the batch.
To post the batch, click the Post Batch button.
The date determines the financial period.
You can enter as many batch lines as you require.
