Batch Type Codes, Add, Change, Delete, Inquiry, Report and Audit
Batch type Code Addition
Batch Type Codes is used to segregate different types of data input. For example, it may be convenient for you to specify a different batch type for cash receipts over the counter and by mail. Likewise, each receivable group may be interfaced to Accounts Receivable via a different batch type. Once defined, the batch type is used in conjunction with the Accounts Receivable period, entry number and distribution number to provide a unique identifier for each transaction entered on the system. All batch types must further be designated for identification as 'BL' for billing/adjustment, or 'CA' for cash entry.
Batch Type Code
Enter a 1-3 alpha-numeric unique batch type code. The system will right justify the field and space fill to the left. It is advised that you make all batch type codes 3 characters in length.
Batch codes must be established for: processing invoices, receipts, and miscellaneous cash, more can be defined as required to properly monitor the organization.
Example 1: Billing Type (Invoices)
The GL clearing should be your accounts receivable account.
Note: The GL revenue account is only used by the refunds, which has been disabled.
Examples of batch type codes with BL Batch Class
INV Invoice Entry
ADJ Adjustments
CRN Credit Note Entry
Example 2: Cash Type (Receipts, Miscellaneous Cash)
A batch code for receipt and cash processing associates a bank code with a payment type code.
Examples of batch type codes with CA Batch Class
Description/Use
CSH Receipt/Cash Entry
USC Receipt/Cash Entry – US
CAN Receipt/Cash Entry - Canadian
Batch Type Code Description
Enter 1-30 characters to describe the batch type.
GL Clearing
Enter a valid General Ledger/Sub-ledger Account combination. For users interfacing Budgetary Accounting System, this account will be verified to the valid General Ledger/Sub-ledger Accounts. This account will be used as the default receivable account for entries made in this batch type.
Batch Class
- BL - billing
- CA - cash
The classification of a batch restricts the use of a batch type in that 'CA' batch types may only be used in the CASH ENTRY module and 'BL' types may only be used in the INVOICE, CREDIT NOTES, and ADJUSTMENT modules.
Enter 'CA' to indicate a cash entry batch. Enter 'BL' or <Enter> to denote all other types.
If 'BL' is entered, the following prompt will appear:
GL Revenue Account
Enter a valid General Ledger/Sub-ledger Account combination. (For users interfacing to Finance, this account will be verified to the General Ledger/Sub-ledger Account master file). This account will be used as the default revenue account for entries made in this batch type when using the refunds program.
If 'CA' is entered, the following prompt will appear:
Cash Type/Bank Codes
Enter a valid 2 character payment type code. The system will display the bottom line of the screen, the general class (cash, cheque, credit card or other). You are then required to enter a valid 2 character bank code, the bank code description will display on the bottom of the screen also.
Batch Type Code Changes
Batch Type code Changes is used to change existing information on any Batch Code on file. You must then enter a valid code for item chosen. The system will display all information for each code chosen. Click into the field to change and save.
Batch Type Code Deletions
Batch Type code Deletions are used to allow you to remove a database code from the active file. The database file record is not, however, removed from the file. Instead, the record is flagged as deleted and a warning is produced when the database code is used.
Delete
Click Delete to delete the selected item. The system will then clear the screen and prompt for the next item.
Reactivate
This prompt will show if an item has been deleted, click on the Reactivate to reactivate the database.
Batch Type Code Inquiry
Batch Type Code Inquiry allows you an on-line inquiry to the batch code selected.
Next Inquiry
When you have reviewed the data displayed, a <Enter> to this prompt will cause the system to clear the screen for the next inquiry.
A <Enter> at the CODE prompt will return you to the Data base Maintenance Menu.
Batch Type File Reports
Batch Type Reports are used to allow you to report on a Batch Type Database. Selection of this option will cause the system to produce a report of all data base codes of the selected type. Actual report format will vary depending on the information contained for that code.
Batch Type Code Full Report
Batch Type Code full report option is used to produce a complete listing of the Batch Type Code database.
Bath Type Code Audit
Batch type Code Audit option is used to audit a specific database code. The report commences with selection criteria of starting date range to audit, ending date range to audit, then the code. Leaving the code blank will audit all codes.
The system will report any changes made to the code type for the date range.
The report can be exported to Excel.