The following fields appear for the grid:

Header

Add Batch

Use this button to add a batch.

Include Approved Batches

Select this box to add a check mark if you want to include approved batches in the grid. Otherwise, only unapproved batches display in the grid.

Override Batch Restrictions

This check box is only visible for users with Override Restrictions for Batches (System module—Security—User Permissions—eFinancialsBatches). Select this box and then the page refreshes and displays in the grid batches that would not display otherwise because the batches are subject to user restrictions. In general, only home office personnel are granted Override Restrictions.

Grid

Batch ID

The batch identification that appears on lists and in reports. Click this column title to sort the list and change the Find field.

Click the link in this column to open the batch. Refer to the Fields Lists and Procedures for more information.

Date

The date of the batch that appears on lists and in reports. Click this column title to sort the list and change the Find field.

Approved

The approval date of the batch. If no date displays, the batch status is unapproved. Click this column title to sort the list and change the Find field.

Description

The description of the batch that appears on lists and in reports. Click this column title to sort the list and change the Find field.

User Created

The user who created the batch.

Approve

An icon appears in this column for users who have the Approve Batches permission granted in the System Module.

Click the icon to open a pop-up window that you can use to approve the batch instead of going into the batch to approve it.

Fields on the pop-up:

Approved Date

The approval date of the batch, which is the current system date.

Approved Code

Enter the approval code for the batch.

Totals section

This section appears only when the policy to Require batch total for approval is turned used on the Global Policies Batch Tab.

Expected Totals / Actual Totals - Expected Totals and Actual Totals fields for Invoices, Checks, Billings, Receipts, and JEs appear in the pop-up. The system forces the user to match the Actual Totals with the Expected Totals as would be the case for standard batch approval.

Inventory Totals section

This section appears only when the Use Inventory Global Policy on the Other Tab is turned on (Inventory License required) and the specific batch allows Inventory transactions, as with regular batch approval.

Expected Totals / Actual Totals - Expected Totals and Actual Totals fields for Shipments and Receipts as well as Returns and Credits appear in the pop-up. The system validates in the same manner as it would when approving the batch from Edit Batch screen.

Documents

One of the following icons appears in this column:

No documents are currently stored for the batch. Click the icon to upload documents for the batch.

At least one document is currently stored for the batch. Rest your mouse pointer on the icon to see the number of documents stored. Click the icon to view, add, or delete documents.  

For more information, refer to the Documents Tab instructions.

Delete

Click the Delete icon to delete a batch.

NOTE that deleting a batch also deletes the transactions within the batch.

Batch ID

The global policy Auto-number batches affects this field.

If the field defaults to a system-assigned sequential batch number, accept this default or enter another batch identification. This ID appears on lists and in reports.

If the field is blank, enter a batch identification. This ID appears on lists and in reports.

Description

Enter a batch description that hints at the contents of the batch (for example, Carol Wood Location).

Batch Date

This field defaults to the current system date. To change the date for the batch, click in the field and select a date from the electronic calendar.

Allowed Transactions

Selected check boxes show the types of batches allowed in the batch. At least one type must be checked. By default, all are checked.

Users see an error message when attempting to add a transaction type not allowed or attempting to remove a transaction type restriction when the batch already contains a transaction of that type.

Options include:

Invoices

Checks,

Receipts

Billings

JE's

Inventory

This check box and the Inventory Totals section are only shown and available when you have an Inventory Valuation license.

Default Due Date

Click in the field and select the default due date for the batch from the electronic calendar. When you create or generate an invoice, this date defaults as the invoice due date.

Default Invoice Status

Select the default invoice status from the drop-down list. The following statuses are possible: Not Set, Normal, Separate Check. When you create or generate an invoice, this status defaults as the invoice status.

Approved Date

This field does not display in Add mode. Unless you have the Approve Batches permission, when you edit a batch this field is disabled, although a date displays if the batch was approved by another user.

Type the batch approval date (mm/dd/yyyy) or use the Calendar Button to select a date. When you enter a date and save, the approval process starts. You can not edit transactions in this batch.

A batch can be approved from a Period Close tab. In that instance, the Batch tab opens with the Approve Date field pre-populated. You still must click Approve to approve the batch. Refer to the following topics for more information: Period Close Tab GL, Period Close Tab AP, Period Close Tab AR, Approval Process.

You may want to run the following reports and verify transactions prior to entering this date: GL Batch Totals Report, AP Activity, AR Activity.

Approval Code

This field does not display in Add mode. Unless you have the Approve Batches permission, when you edit a batch this field is disabled, although an approval code displays if the batch was approved by another user.

Enter a code when approving a batch. Note that this field is for your information only.

The approval code AP-EDEX may display for certain batches. If so, the eDex user configuration policy, Auto-approve batches, was selected for use when importing invoices into eFinancials via the Web Service. This policy indicates whether the system is set to approve fields for imported invoice batches. The approval code for these imported batches is AP-EDEX. Refer to eDex Help for more information (eDexConfigure Users).

The selections you make in these fields limit the transactions that can be entered in the batch.

User Restrictions

You can add batch restrictions for one or more users. Only the selected users can enter transactions into the restricted batch and edit the batch restrictions.

Note

Only the selected users can edit the batch restrictions. So, be sure to select your own User ID if you will need to make future changes to the user restrictions.

To restrict this batch to one or more users, click the Lookup button and select a user from the Select User pop-up.  Users selected for the batch restriction appear in the field.

To remove a user from the User Restrictions field, click the x next to the user's name .

Note that at any time, you can remove the restrictions to a selected user as long as that user is not already associated with transactions in the batch. If the user is associated with transactions in the batch, you can remove the restriction only if you remove all of the user restrictions at the same time.

Bank Restrictions

You can add batch restrictions  for one or more of the bank accounts to which you have access. Only AP and AR transactions for the selected bank accounts can be entered into the restricted batch.

To restrict this batch to one or more bank account, click the Lookup button and select a bank account from the Select Bank pop-up.  Bank accounts selected for the batch restriction appear in the field.

To remove a bank account from the Bank Restrictions field, click the x next to the bank account name ..

Note that at any time, you can remove the restrictions for any selected bank account that is not already associated with transactions in the batch. If the bank account is associated with transactions in the batch, you can remove the restriction only if you remove all of the bank account restrictions at the same time.

CompanyEntity Restrictions

You can add batch restrictions for one or more of the entitiescompanies to which you have access. Only GL transactions for the selected entitiescompanies can be entered into the restricted batch.

To restrict this batch to one or more entitiescompanies, click the Lookup button and select an entitya company from the Select EntityCompany pop-up. EntitiesCompanies selected for the batch restriction appear in the field.

To remove a companyan entity from the CompanyEntity Restrictions field, click the x next to the entitycompany name   .

Note that at any time, you can remove the restrictions for any selected entitycompany that is not already associated with transactions in the batch. If the entitycompany is associated with transactions in the batch, you can remove the restriction only if you remove all of the entitycompany restrictions at the same time.

PropertyCompany Restrictions

You can add batch restrictions for one or more of the propertiescompanies to which you have access. Only AP and AR transactions for the selected propertiescompanies can be entered into the restricted batch.

To restrict this batch to one or more propertiescompanies, click the Lookup button and select a propertycompany from the Select PropertyCompany pop-up. PropertiesCompanies selected for the batch restriction appear in the field.

To remove a propertycompany from the PropertyCompany Restrictions field, click the x next to the propertycompany name   .

Note that at any time you can remove the restrictions for any selected propertycompany that is not already associated with transactions in the batch. If the propertycompany is associated with transactions in the batch, you can remove the restriction only if you remove all of the propertycompany restrictions at the same time.

The global policy Require batch total for approval affects all of the fields in the grid.

If the global policy is checked, you must enter totals in the grid fields. The system uses your entries in these fields to compare to the totals from the associated transactions in the batch. The totals must match before the batch can be approved. For Void records, enter a minus sign ( - ) in front of the value.

If the global policy is not checked, the system inserts the totals in the batch totals fields based on totals from the associated transactions in the batch. You cannot edit these display-only totals.

Actual Totals

The actual totals (debits) for Invoices, Checks, Billings, Receipts, Journal Entries, and Inventory.

Actual Void Totals

The actual totals (credits) for Invoices, Checks, Billings, Receipts, Journal Entries, and Inventory.

This section appears when the Inventory check box for Allowed Transactions is checked.

The Expected Totals entry fields are only shown when the Require batch total for approval global policy is selected on the Batch Tab in eFinancials.

The Inventory Totals section is shown and available only when the Use Inventory global policy on the Other Tab in eFinancials is turned on.

Expected Totals - Shipments and Receipts

The expected totals (debits) for Shipments, and Receipts.

Actual Totals - Shipments and Receipts

The actual totals (debits) for Shipments, and Receipts.

Expected Totals - Returns and Credits

The expected totals (debits) for Returns and Credits.

Actual Totals - Returns and Credits

The actual totals (debits) for Returns and Credits.

Standard

(Default) Select this check box if you want to print the report in the standard report format.

Subtotal Batch Proof Report by PropertyCompany

Select this check box if you want to subtotal the values by propertycompany when printing the Batch Proof report. Otherwise, leave this check box unchecked.

Include Bldg/Unit

Select this check box if you want to include Building and Unit on the report.

Details

Columns for Account Number/Expense and Description, Building, and Unit appear on the report.

A single column shows Entity/PropertyCompany, and another column shows Account Number/Expense.

• For Journal Entries, in the Description column, the descriptions for EntityCompany and GL Account print.
• All other transactions print the Property and the Expense Code description in the Description column.
• Period/Year and Void columns do not show on the new Include Bldg/Unit version of the report.

Group Batch Proof Report by type

Select this check box if you want to group the report by transaction type. Otherwise, leave this check box unchecked and the report will print by your Sort by selection.

Include Job Information

Select this check box if you want to print a line of detail containing job information on the report.

The check box appears only when at least one entitycompany is set to track jobs, and is unrelated to the permissions of user or entitycompany access.

Sort by

Select a sort option to be used for the Batch Audit Report. Use one of the buttons to print the report after selecting an option: Print Batch Report or Save & Print.

Sort by options are:

Document Type and ID - Prints the report by PropertyCompany and then in document type order (refer to note below.)

Data Entry Order - Prints the report by PropertyCompany and then in the order the transactions were added to the system

Vendor/Customer and Document Type and ID - Prints the report by vendor/customer; and then in order by document type (refer to note below) and ID.

Note

Document type order is: Billing (BI), Receipts (DP), Invoice (IN), Journal Entry (JE), Payment (PY).

Print Batch Proof Report

This option is available only when you edit an unapproved batch. Click to print the Print Batch Proof Report in PDF format.

Print Batch Audit Report

This option is available only when you edit an approved batch. Click to print the Batch Audit Report in PDF format.

Save & Print

This button provides the ability to save a batch and print the Batch Proof report in one step. From an existing batch you can click the Save & Print button to save the batch and, if successful, the process also prints the Batch Proof report.

If the user is approving the batch and clicks Save & Print, the Batch Audit report displays.

Approve

This button appears when you edit an unapproved batch. Click to approve the batch. If the system-computed total of transactions does not match entries in the Batch Tab grid, a message detailing the problems appears.

If the system-computed total of transactions does match entries in the Batch Tab grid, the batch is approved. You can make no additional entries to the batch. In addition, the Print Batch Audit Report button is enabled.

Save

Click to save your changes.

If you wish to use the Batch to control some GL postings, use the Overrides tab to make selections based on specific posting needs. Refer to Overrides Tab Fields for more information.

Note that the expense codes and general ledger accounts are not restricted by property or entitycompany, although you may need to key in the code manually rather than selecting it from the pop-up list.

Note

All the fields on the Overrides tab (AP, AR Bank, and Account fields) in Setup Batches become disabled when any transaction has been added to the batch (any Invoice, Billing, Payment, Receipt, or Journal Entry). In this case, the Lookup button no longer appears and the fields are display-only text boxes on that tab.

AP Overrides

AP Bank

Click the Lookup button and select an AP bank account from the SelectBank pop-up. The account selected for the override appears in the field.

Accounts Payable

Click the Lookup button and select an Accounts Payable account from the Select GL Account pop-up. The account selected for the override appears in the field.

PO Payable

Click the Lookup button and select an Purchase Order Payable account from the Select GL Account pop-up. The account selected for the override appears in the field.

Retainage Payable

Click the Lookup button and select an Retainage Payable account from the Select Retainage Account pop-up. The account selected for the override appears in the field.

Subcontract Payable

Click the Lookup Button to display the Select GL Account  pop-up and then select an account for Subcontract Payable.

Discount Earned

Click the Lookup button and select an expense code for Discounts Earned from the Select Expense Code pop-up. The expense code selected for the override appears in the field.

AR Overrides

AP Bank

Click the Lookup button and select an AP bank account from the SelectBank pop-up. The account selected for the override appears in the field.

Accounts Receivable

Click the Lookup button and select an Accounts Receivable account from the Select GL Account pop-up. The account selected for the override appears in the field.

Retainage Receivable

Click the Lookup button and select an Retainage Receivable account from the Select GL Account pop-up. The account selected for the override appears in the field.

Discounts Given

Click the Lookup button and select an expense code for Discounts Given from the Expense Code pop-up. The expense code selected for the override appears in the field.