When you create a batch, you compile a group of debit and credit transactions that you can post to your ledger accounts. Transactions are entries into the ledger that indicate to the program what accounts to debit or credit. Placing transactions into a batch allows you to group transactions according to source, date, time, and function. A batch may contain hundreds of transactions or as few as two.
Tip: To save time when creating similar batches of transactions, you can copy an existing batch into a new batch. You can copy from both open and posted batches. To copy a batch, access the More actions menu from the batch you want to copy.
From the Journal entry batches page, select Add a batch .
In the Description field, enter a description for the batch. For example, “Office Expenses for October 2015”.
In the Batch status field, select “Open,” “Pending Approval,” or “Approved."
If you want to automatically create balancing interfund entries, mark the checkbox. When the batch is posted, any journal entries required to balance the funds included in the journal entries grid will be added to the batch. This option is marked by default.
In the Notes box, enter any notes you want associated with the batch.
If you want to use a default set for the batch, select Edit defaults to access the Batch defaults screen. Select the default set you want to use and click Apply. When you choose a default set, the values appear in journal entry grid.
If you do not use batch defaults, you can continue by entering batch transactions and/or distributions in the Journal entries grid. Select the account and enter the debit and credit amounts, and select the transaction codes for the distribution.
Note: During batch data entry, you can save time with keyboard shortcuts. For example, for the date field, when you enter the date of the month, the month and year fill in automatically. When you access a drop down-down menu, enter the first letter of the option you want to populate the field. In the project field, enter a letter or number to access a list of choices. You can also use Tab on your keyboard for faster data entry.
Enter custom fields to further define the distribution. For more information about custom fields, see Custom Fields.
Select Add to batch.
Under Attachments, you can add attachments to the batch by moving a file into the Drag a file here box or by browsing to the file. You can also link to a file online — such as a picture, blog post, or YouTube video — or in a cloud storage account. For more information, see Attachments.
After you enter your journal entries, select Save and close.