Batch Management
In a Batch Entry system, transactions such as invoices, timesheets, GL transactions etc. are first entered into a batch. They can then be checked, removed or modified without permanently affecting the system. Only when a batch is posted do the individual transactions in the batch become permanent in the accounting system.
There are many different ways batches can be used to improve productivity. One possibility is that each person who will be entering data might have their own Batch. In this scenario, each person who is entering data will create their own file (Batch). Several users may then be allowed to enter invoices/billings/etc. simultaneously because they each have their own personal Batch file instead of sharing a common Batch file. As each new Batch is created, the system will automatically assign a Batch ID number.
Repeating Batches
Repeating batches are special. In a normal batch, when the batch is posted, all the items in the batch are removed so the batch can be reused at a later date. In a Repeating batch, when the batch is posted, the items in the batch remain (perhaps with their dates being automatically changed) so they can be posted again at a later time. Repeating batches are useful for any type of repeating transactions, including loan payment invoices in Accounts Payable, salary invoices in Payroll, or depreciation entries in General Ledger.
Number of Batches Allowed
Multiple Batch entry is available in all editions of the software, although only in the Preferred Edition can there be an unlimited number of batches. In the smaller editions of the software, there can only be a maximum of two batches created for each accounting module. This will accommodate the need for one normal batch and one repeating batch.
New Batches can be created and existing Batches changed or deleted from the window shown below. This browse window shows existing Batches. To select a Batch, Highlight the desired Batch. Once highlighted, the invoices, timesheets, or transactions contained in that Batch are displayed in another list box on the window.
Sorting Batches
Batches can be sorted manually by using the green VCR buttons, or they can be temporarily sorted by number or name.
Move Batch (buttons)
The user can determine the order in which batches are displayed in the list box by using these buttons to move a batch up or down, to the top or to the bottom. This is a permanent sort order that will be remembered when this window is re-opened.
Temporary Sort by Number or Description
Batches can also be sorted by Batch Number or by Batch Description by clicking on the column heading word "Batch" or "Description." This is a temporary sort order that will not be remembered when the window is closed.
Reset to Manual Sort (button)
If batches have been temporarily sorted by number or name, clicking this button will return the batches to the manual sort order.
Add or Change (button)
To create a new batch, click the Add button. To modify the settings in an existing batch, highlight the desired Batch and click the Change button. For more information, see Add or Change a Batch.
Delete (button)
This option will delete any unposted transactions in the highlighted Batch. The Batch itself may also be deleted if desired. To Delete the Batch and/or the transactions in the Batch, highlight the Batch and press the Delete button. For more information, see Delete a Batch.
Tag (button)
Press this button to tag (select) the highlighted Batch. For more information, see Tag a Batch.
Press this button to tag (select) all Batches in the browse window. For more information, see Tag a Batch.
Press this button to untag (unselect) all Batches in the browse window. For more information, see Tag a Batch.
"This Batch is in use by another user" message
This message will come into view anytime there is someone in the Batch or the accounting system is shut down improperly.
If this message occurs and there is someone in the Batch, press the Cancel button.
If this message occurs and there is no other user accessing the Batch, press the Proceed button. It will override this message and allow access to the Batch. When would a Batch appear to be in use, but not be? Anytime the accounting system was shut down improperly, such as a power outage, the computer keyboard freezing up; in other words, hardware or operating system events that affect software.
To "Tag a Batch" is to select a Batch. A Batch is "tagged"(selected) if there is a check mark to the left of the Batch ID Number.
To select a Batch, highlight the desired Batch. Press the Tag button to tag (select) the highlighted Batch. This is used when Proof Listing or Posting Tagged Batches
For example: Batch 3 is "tagged" but the other batches are not.
Press the Delete button to delete the highlighted Batch. A screen like the following will come into view.
Transactions (button)
Press the Transactions button if it is desired to delete just the transaction.
Batch (button)
Press the Batch button to delete both the transaction and the Batch.
Cancel (button)
Press the Cancel button to return to the previous screen without deleting any transactions.
Press the Add or Change button and a batch attributes window like this one will come into view.
Batch ID (Preferred Edition only)
This is the number of the Batch. Assign the number of the Batch. In Small Builder and Standard editions, this number will be grayed out and automatically assigned as number 1.
User ID
The User ID will default to the operator's personal user ID, but may be altered.
Description
Enter up to 30 characters for a description of this Batch.
Security
This batch can be a private batch for the user indicated. This security setting will be used to disallow other users from making changes to items in this batch. If "Disallow access to other users" is selected, other users will be able to see the entries in this batch, but they will be disabled for editing or deletion. If "Hide from other users" is selected, other users will not be able to see the entries in this batch.
Repetitive Insert (check box)
If this box is checked, the system will automatically insert an additional transaction each time the current transaction is saved using the OK button. If the box is not checked, the system will return to the batch window after each successful insert.
Indicate whether this is a repeating Batch. Transactions, timesheets and invoices contained in a repeating Batch will not be removed from the Batch when it is posted. If this box is checked, the next field will be activated. A repeating Batch is one that will repeat on a weekly or monthly basis. Note: The repeating Batch is not used to enter multiple invoices. It is used so that the same invoice(s) will remain in the Batch and be available for use multiple times.
Frequency
If the batch is setup as a Repeating batch, this area is used to specify the repeat time frame.
Days
Select this option to designate the number of days in which the batch will repeat.
Months
Select this option to designate the number of months in which the batch will repeat.
The screen will indicate the date this Batch was last posted.
Batch Options
These Batch Options are available in the following modules: A/R Invoices, A/R Receipts, A/P Invoices, G/L Transactions, P/R Timesheets, Inventory Pick Tickets, and E/Q Log Entries.
Moving items between batches
When an invoice, transaction, receipt, etc. needs to be moved to a different batch, the user can click and drag the desired item to the correct batch. The item will be moved from the original batch to the selected batch. To move multiple records to another batch, use the Windows standard multi-select functions to select the desired records, then click and drag them to another batch. These commands include Ctrl-Click and Shift-Click. Use Ctrl-Click to highlight multiple items one by one. Use Shift-Click to select a block of items. Click on the first record in a desired range and Shift-Click on the last record in the range. A block of records between the two clicks will be selected. For more selection options, right-click on a record and the following menu will appear:
Use the second section of menu items to Select the highlighted record, Select All the records in the list box, Deselect All currently selected records, or Invert the selections (all selected items will be deselected and all deselected items will be selected).
Once the desired records have been selected, click and drag them to a different batch.
Copying items between batches
If an item needs to be copied to a different batch, the user can hold the CTRL key while dropping the item in the desired batch. The item will remain in the original batch and will be copied to the selected batch.
Moving or copying items without using Drag and Drop
Items can be moved or copied without using the drag and drop method. Simply right-click on the transaction which is to be moved or copied. The following popup menu will appear:
Click on Move Selected or Copy Selected. This will cause the system to remember which item(s) are to be moved or copied. Now right-click on the target batch. The following popup menu will appear:
Select Paste and the item(s) will be moved or copied into the target batch.
Special Consideration for Moving or Copying Timesheets
If a timesheet is copied or moved to another timesheet batch, the system will check to see if the Pay Period End date of the timesheet matches the Pay Period End date of the timesheets in the target batch. If it does not, the system will offer the user the option of changing the timesheet Pay Period End date to match the timesheets in the target batch.
Each Batch information screen may contain a special section for entry defaults. The Entry Defaults section varies depending on the chosen module.
There are no entry defaults for G/L Transaction Batches
Default Checking Account (optional)
If an account number is entered here, this will serve as the default checking account for paid invoices entered in this batch. If no account number is entered here, the system will default to the AP Checking Account indicated in Setup > Accounting Options > Accounts Payable.
Default Credit Card Account (optional)
If an account number is entered here, this will serve as the default credit card for paid by credit card invoices entered in this batch. This will only serve as the default if no Default Credit Card account has been set up in Vendor Entry. If neither of these default credit card account settings have been set, the credit card on the invoice will default to the first credit card account found in the list of GL Accounts.
Remember Pay Type from Previous Invoice (check box)
If this box is checked, the system will remember the pay type (Open, Paid by Handcheck, Paid by Credit Card) of the previous invoice and default to the same pay type on the next invoice entered.
Warn of Pre-Paid Invoices (check box)
If this box is checked, the user will receive a warning when posting Pre-Paid Invoices.
New Trade Invoice Line Items Marked "Subject to Sales Tax" by Default (check box)
If this box is checked, all new trade invoice line items will be created with the "Subject to Sales Tax" box ticked. If it is not, the box will be unticked by default.
Default Detail Type
Select the Detail Type to be used as default when inserting line items on a Trade Invoice. (Choose from Job, GL Account, Equipment, and Inventory.) For more information, see Detail Type.
Default Cost Type
Select the Cost Type to be used as default when adding new line items to a Trade Invoice. When entering the cost code in the window, if the user types only the cost code number without a cost type, the system will insert this Default Cost Type.
Warn of Over Budget Line Items (check box)
If this box is checked, the user will receive a warning when posting Invoices with amounts over the Budgeted amounts.
Remember Job Number from Previous Invoice (check box)
If this box is checked, the system will remember the Job ID of the previous invoice and default to the same Job ID on the next invoice entered.
Filter out Labor codes during Cost Code Budget Lookup (check box)
If this box is checked, when an invoice is being entered and the Cost Code Lookup button is pressed, the pick list of codes will be initiallty filtered to not include type L labor cost codes.
Disallow any cost type but "S" on Subcontract Invoices (check box)
If this box is checked, no other cost type but "S" will be accepted when the OK button is pressed on finishing a Subcontract Invoice Entry.
Default Invoice Type (radio buttons)
Select the type of invoice that will most frequently be entered into this Batch. The Default Detail type does not apply when entering Subcontract and Retention Payment Invoices.
Warn of Pre-Paid Invoices (check box)
If this box is checked, the user will receive a warning when posting Pre-Paid Invoices.
Default A/R Account
Select the Accounts Receivable account that should be used for entering new invoices into this batch.
Default Invoice Type (radio buttons)
Select the type of invoice that will most frequently be entered into this Batch. Choose from Trade Invoice, Progress Billing, or T&M Billing. If the Batch is defined as a T&M Billing batch, all trade invoices inserted into that batch will require a Job Number. If a Trade Invoice is entered in the batch without a Job Number, the user will receive a warning that the Invoice is missing the Job Number.
Receipts
Default Cash Account
Select the Checking or Savings Account into which all receipts from the Batch will be posted.
Distribute Received Amounts to Invoices (radio buttons)
This setting allows the user to indicate their preference for how the program treats a receipt amount typed in during receipt entry.
No Automatic Distribution (radio button)
If this option is selected, the user will be responsible for reconciling the entered receipt amount to displayed invoices.
Fully distribute received amount (radio button)
Selecting this option will turn on the automatic distribution process. When it is turned on, the amount received will be matched with the oldest invoice with the same dollar amount. If there is no matching dollar amount, the invoice is applied to the oldest invoice. If the receipt amount exceeds the invoice amount, the balance is applied to the next oldest invoice and so on, until the dollar amount of the receipt has been applied.
Exact amount match only (radio button)
If this option is selected, the automatic distribution process described in the previous option will still apply, with the system looking for the oldest invoice with an open amount that matches the entered receipt amount. The difference here is that if a match is not found, the received amount will NOT be applied to any invoices, and the user will be responsible for reconciling the receipt amount to the displayed invoices.
Default to Progress Billing Receipt (check box)
If this box is checked, then when the Add button is pressed for adding a new receipt, the resulting receipt will already have the "Progress Billing Receipt" box checked.
Payroll Timesheets, Handchecks, and Voids
Default Detail Type
Select the Detail Type to be used as default when inserting line items on a Timesheet. ( Choose from Job, GL Account, and Equipment.) For more information, see Default Detail Type.
Detail Sort Order
Select whether the list of timesheet line items will be listed on-screen in Timesheet Date order, or in order of Distribution (Account Number, Job ID, EquipmentID).
Remember Job Number from Previous Timesheet (check box)
If this box is checked, the system will remember the Job ID of the previous timesheet and default to the same Job ID on the next timesheet entered.
Allow Entry of Overtime Hours (check box)
If this box is checked, the timesheets in this batch will include room for entry of overtime hours.
Allow Entry of Premium Hours (check box)
If this box is checked, the timesheets in this batch will include room for entry of premium hours. NOTE: This box will be disabled if entry of premium hours is disallowed using in Payroll Setup.
Allow Changing Default State (check box)
If this box is checked, an extra field called "Default State" will appear in the timesheet detail window. Changing this default state on a detail line item will change the Tax State, Workers Comp state, General Liability State and Unemployment State for that line item.
Warn of Over Budget Timesheets (check box)
Indicate whether the system should warn the operator of over budget timesheets. If this box is checked, the system will perfrom a check each time a timesheet line item is entered and charged to a Job and Cost Code. If the value of the time being entered will push the selected cost code over budget, a warning message will appear.
Warn of Timesheets Already Entered (check box)
If this box is checked, the system will warn if the user attempts to enter a timesheet for an employe who already has an unposted timesheet entered in a different timesheet batch.
Equipment Usage Log Batch
If equipment usage is to be entered during timesheet entry, one option is to create usage logs in an existing Equipment Usage Log Batch during timesheet posting. If this is the selected procedure option, specify which Equipment Usage Log Batch is to receive the logs during timesheet posting.
Default Timesheet Type (radio buttons)
Select the type of timesheet that will be most frequently entered in this Batch.
Default Date for Daily Timesheets (radio buttons)
If time is being inserted using the Single Day tab, the system needs to know what date to default to. Select Today's Date, the Pay Period End date, or the Previous Timesheet date.
Remember Job Number from Previous Log
If this box is checked, the system will remember the Job ID of the previous usage log and default to the same Job ID on the next usage log entered.