The Batch Code Additions allows entry of batch code types to the system. Batch codes are required for all data entry functions.
Batch Code
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Enter a 3-character batch code. Note: This can be any 3 characters, i.e. 'INV' can be used for invoice batches, 'POE' or 'PO1' for purchase order batches.
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If you click enter, the program will go back to the Batch Code Maintenance menu.
Description
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Enter a description for this batch code.
Entry Type
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Note: These entry types correspond to the various data entry programs which can enter financial data to the atrieveFinance system. When you select one or more of these characters, you are authorizing the specified data entry module to use this batch type for data entry operations. It is customary to validate the Journal Entry program before data entry in almost all batch types, since it is used as the method of recovery from failure of either program or computer. The following are the codes and the corresponding data entry modules:
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I |
Valid for Invoice Entry |
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P |
Valid for Purchase Order Entry |
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J |
Valid for Journal Entry |
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B |
Valid for Budget Entry |
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C |
Valid for Cancelled Cheques Entry |
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M |
Valid for Manual Cheque Entry |
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O |
Valid for Interface Output |
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T |
Valid for MAR transactions (Invoice, Credit Note, Adjustments) |
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R |
Valid for MAR Payments |
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Note: MAR entry types work in conjunction with the new graphical accounts receivable system. Use of these types impact the following:
This account will be loaded from the Receivable Type Code database.
Payable Type
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Enter a payable type code. This field can be used to separate cheque processing by type, such as trade invoices, expense statements, various cheque forms, etc.
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Note: Payable type code 91 is a reserved code and used for the tax accrual and remittance system Finance Setup>Profiles>User Profile
Payable Type Changes Allowed
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Yes will allow payable type changes on this batch code.
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No will not allow payable type changes in this batch code.
Interfund Applies
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If you have activated the interfund entry option of atrieveFinance (Master Profile Enable Fund Accounting) and you want this batch to create interfund entries enter 'Y'.
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Enter 'N' if you do not want interfund entries created.
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The system determines the base fund using the fund table (FF code) Finance Setup>Profile>Fund Table. This profile tells the system the element of your GL or alias represents the fund code. When you do data entry with this batch, the base fund will be taken from the GL clearing account. This is the code used to detect interfund entries.
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If this prompt is set to 'Y', an additional prompt will display which requires the fund code to be entered.
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Enter the 'From' fund code from the fund table.
GL Clearing Account
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Enter the GL account for the offset journal to be posted to for batches such as invoices, purchase orders, etc. If an offset is not required, use your system clearing account or, create a GL system clearing account and enter this.
GL Bank Account
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Enter the GL account number used to offset the cheque writing totals.
Invoice Type
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This prompt should be left blank unless you want all entries to this batch type forced to a suspended state. If this is the case you must enter an asterisk ( * ).
Require Secondary Vendor
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Reserved.
Note: You must establish the batch type 'PAY'. This batch type is used by the accounts payable processing program to establish payment batches which will contain the journal entries relieving the bank and accounts payable control accounts.
Batch Code Changes
The Batch Code Changes allow you to make changes to batch codes previously set up.
Batch Code
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Enter a valid 3-character batch code. Note: The program will display the details of the batch code.
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If you press Enter instead of the batch code, the program will return to the Batch Code Maintenance menu.
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The batch code Cannot be changed.
Batch Code Delete/Reset
The Batch Code Delete/Reset function does not physically delete the batch code from the file, but merely establishes it in a suspended state. This will stop any data entry program from using a batch type flagged as deleted.
This function can be used to temporarily suspend the use of a batch type by deleting it, and only resetting it when it is to be used.
Batch Code
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Enter a valid three-character batch code.
Delete/Reset
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Click Delete or ALT + D to delete the batch code.
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Click Undelete or ALT + U to reset the batch code.
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Click Cancel or ALT + C to exit the page.
Batch Code Inquiry
The Batch Code Inquiry allows you to view batch codes on the terminal.
Batch Code
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Enter a valid 3-character batch code.
Next Inquiry
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Enter to continue with the next inquiry.
Batch Code Report
The Batch Code Report provides a printed copy of all batch codes entered.
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Report Batch Codes : Active, Deleted or Both
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Enter 'D' to obtain a listing of deleted batch codes.
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Enter 'A' to obtain a listing of active batch codes.
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Enter 'B' to see both deleted and active.
Batch Code Audit Report
The Batch Code Audit Report allows you to select starting and ending dates of a batch code to see who added, deleted or changed the batch code.
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Enter starting date range to audit.
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Enter ending date range to audit.
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Enter batch code you want to audit with a maximum 10 per run.