Adding accounts posting batches

Before accounts entries can be recorded, an accounts batch for the appropriate type of posting must be created first. This tells the system what type of posting you want to perform. There are two ways batches can be opened - automatically if recording accounts entries from the Desktop toolbar or manually if recording them from within the Batch Posting screen.

Use this procedure to open an accounts batch manually. However, if the desired batch is already open there is no need to open another, you can start adding accounts postings to it straight away.

To add an accounts batch:

1. In the upper pane of the Batch Posting screen, click Add. You are prompted to select the type of posting.

2. Enter the accounts batch details.

   • Posting. Code of posting type, e.g. ODDB. Can be entered by typing or selected using the lookup. When a posting type is selected, its description is displayed in the adjacent field.

   • Period. Sets the period into which the batch will be created. Defaults to the current open period. However, if you can post into any of the open months.

   • VAT quarter. Sets the VAT quarter into which the batch will be created. Defaults to the current open VAT quarter.

   • Description. Brief description of batch (Optional). If not completed, defaults to system description associated with posting code, e.g. Office Debit Disbursement Bank.

   • Target total. Sets the total amount of all entries that can be posted into the batch. When the target is exceeded, a negative target is shown and a message advising that the posting batch does not match the target total is displayed if an attempt to post the batch is made.

3. Click OK. The batch is created and appears in the upper pane of the Batch Posting screen.

Notes

• It is possible to create more than one batch of the same type from within the Batch Posting screen. This is particularly useful if, for example, you want to tie all composite cheque postings to one batch and all manual cheque postings to another.

• Batches are created automatically when adding 'Batch' entries from the Desktop toolbar, unless a batch for that type already exists, in which case the entries are added to the first open batch of that type. This removes the need to open a batch prior to adding postings. The batch creation and posting become part of the same process.