Batch Codes

If you elect to use batch processing in the Business Rules function, use the Batch Codes function to define codes for posting orders, receipts, invoices and returns. You can assign each transaction to a batch code, and then post transactions by batch code.

If you elect not to use batch processing in the Business Rules function, use the Batch Codes function to toggle the lock status of the batch ######, which is the main batch. All transactions are automatically assigned to the main batch if you do not elect to use batch processing. This batch code will not be deleted even if the permanent box is cleared.

Creating a Batch Code

  1. Click the New button, on the toolbar, to open a blank batch codes record.
  2. Enter a new code in the Batch Code field.
  3. Enter a description for the new batch code in the Description field.
  4. Select the Permanent check box to retain the batch when you post transactions. When you select this check box, the system retains empty batches when processing completes.
  5. Accept the defaults status of Not Applicable in the Purchase Journal and Misc Debits Journal fields.
    Note: When you enter invoices or debit memos, the status changes to Unprinted. When you print a journal the status changes to Printed. If you enter a new transaction after you print a journal, the status becomes Reprint.
  6. Mark the Default check box if you want to use that batch as the default batch for the function.
  7. Click the Save button, on the toolbar, to save the new batch code.

Editing a Batch Code

  1. Select a code to edit from the Batch Code field.
    Note: Click the Activity button to view the batch code, the user IDs of those who updated the batch and transaction, the workstation used for the update, and the date and time the update occurred. From this popup you can Refresh the list of batch activity, Delete the status of a transaction from locked to unlocked, and Close to return to the Batch Codes screen.
  2. Edit the fields as necessary.
    Note: If a batch posts unsuccessfully, the system locks the batch. When locked, you cannot enter, edit, or post the batch. To unlock a batch, click the Lock button.
  3. Click the Save button, on the toolbar, to save any changes made to the batch code.

Deleting a Batch Code

  1. Select a batch code to delete from the Batch Code field.
    Note: You cannot delete the main batch, ######.
  2. Click the Delete button, on the toolbar, to delete the selected batch code.
  3. Click Yes at the "Are you sure you want to delete selected record(s)?" prompt.