The batch record stores all the information about the batch you need to track and manage. Each batch contains journal entries which are individual debit and credit transactions. When you open a batch, general information about the batch appears at the top of the page. This includes the number of entries, batch status and type, date posted, total debits and credits, and balance.
Information about each journal entry appears in the grid, including the account, reference, post date, encumbrance and journal. You can select the account number in the grid to access the account record.
From the Attachments tile on the batch, you can upload or link to files you want attached to the batch - such as images, PDFs, Word documents, Excel spreadsheets, and other files. For more information about media, see Attachments.
To edit batch journal entries, select Edit on the action bar and make your changes. For example, you might want to change the debit or credit account.
Reversing a posted batch allows you to cancel the effects of transactions previously posted to General ledger. When you reverse a posted batch, the program creates a mirror image of the original batch with the debits and credits reversed. You cannot reverse a batch posted to a year that is closed.
Tip: You can use the reversing a batch procedure and the copy batch procedure to correct mistakes in posted batches. You can first reverse the batch, then copy it into a new batch. Once the new batch is created, you can make the necessary changes and re-post.
To add an alert to a batch, access and open the batch from the Journal entry batches list. From the batch record action bar, select Add an alert. For more information about alerts, see Alerts.
To export the batch record to an Excel .XLSX file, select Export to Excel on the action bar. The export will include data from every transaction that appears in the batch. When a transaction includes multiple distributions, the data appears in a flat view. It is not grouped or combined in Excel.
To copy a batch, you can export the data to Excel and use the Journal Entry Excel add-in to update fields such as amounts, post dates, and journal references for the new batch. After you submit the batch, you can open it in the web view. For more information, see Journal Entry Batch Creator Excel Add-In.
To ensure your batches are in balance, you can validate batches with an "Open" status. To validate a batch, select Validate on the action bar of an open the batch.
Posting a batch adds transaction entries to your general ledger accounts, which updates your account balances. You can post a batch in several ways:
From the action bar of an open batch, select Post.
From the Journal entry batches list, you can validate and post a single batch or multiple batches at once. From the list, select one or more batches, then select Validate and post.
Note: Batches must be approved before you can post.
If the post process is successful, a confirmation message appears and you can view the Batch post report.
Tip: For information about validating and posting subledgers, see Post Subledgers.
To save time when creating similar batches of transactions, you can copy an existing batch into a new batch. You can then save and post the new batch to General ledger. You can copy from both open, approved, and posted batches. This is useful when you want to post a duplicate batch of transactions, or when you need to edit transactions in a posted batch. After creating the new batch, you can add, change, or delete transactions before posting.
To copy a batch, select More actions, Copy batch from the batch action bar.
You cannot delete a batch that has been posted. When you delete a batch, it still exists in the database. For example, if you create batch number 325 and decide you want to delete that batch, the batch number 325 cannot be reused. The deleted batch remains in your database and is viewable in the Journal entry batches page. The next new batch you create will be number 326. As a general rule, we recommend that you avoid deleting batches, unless your organization believes it is truly necessary.
To delete a batch, select More actions, Delete from the batch action bar.