Accounts Receivable - Creating a Batch

A batch can be thought of as a file folder of work. The Accounts Receivable system requires that a batch number be associated with all customer activity. Whether entering invoices, adjustments, credit notes, or cash receipts, a batch number must be entered. This batch number can be used to track the transactions in other applications after they have been processed.

In all programs where a batch is required, there is a [Create Batch] button located next to the batch number and batch description fields. Usually, the batch number is automatically generated by the system and the batch description field and the [Create Batch] button is disabled. If the user clears the batch number field and then selects the batch description field, both batch description and the [Create Batch] button are enabled.

The Accounts Receivable system has a unique batch type for each type of transaction, as detailed in the following table:

Batch Type Code	Batch Transaction Type
A	Adjustment Transactions
C	Cash Receipts & Front Office Cashier
L	Lock Box Import (Discontinued)
N	Invoice Transactions
M	Memo Transactions
R	Regular Receipts
S	Sales Invoices
U	Void Receipts
W	Void Invoices

When a new batch is created, the batch number and description are automatically generated. Batch numbers are numeric. Batch descriptions have the following structure: “<user ID> YYYY-MM-DD X”, where <user ID> is the ID of the user created the batch, YYYY- MM-DD is the date when the batch was created, and X is a Batch Type Code from the table above.

For example, the following batch was created by the user MISTYV12 on May 3, 2018 for the Batch Type Code “N” which corresponds to Batch Transaction Type “Invoice Transactions”.

For ease of use and tracking, it is recommended to limit batches to transactions within one fiscal period. This makes the filing of the audit trails easier and ensures that the period end procedures are simple.