Batch Receipts Page

Menu Path: Choose Fund Accounting, then choose Entry & Processing, then choose Receipts. Select Batch Receipts.

Use this page to view the batch receipt files stored in your database, including their identifying control numbers and the user names of those who created the files. From the Batch Receipts page, you can release and post receipts, display the Post Receipts - Batch Entry page for adding batch files and access the Batch Receipts - Detail page for updating batch receipts.

The page's Period and Year fields display the code Multiple if a control number contains entries affecting more than one period or year.

Action Bar Items

The Batch Receipts page's Action Bar displays the following items. Unless otherwise noted, refer to the Procedures section for details on these items.

Set Period Displays the Reset Period page for changing the year, period, or transaction date. For details, refer to Resetting Periods.

Release Releases all receipts in a batch so they can be posted. This item clears the Hold field for each receipt in the batch.

Post Posts receipts from a selected batch. The system only posts a receipt if its Hold field is blank.

Print Multiple Batches Displays the Print Receipts Selection page, which lets you generate an edit list that includes more than one batch. For a report on a selected batch file, use Print on the toolbar.

Load External Displays the Load External File page, which lets you import batch receipts from external text files.

Deposits Displays the Receipt Deposits page. For details, refer to Post Receipts.

Import Display the Import Batch Receipts page. For details, refer to Import Batch Receipts.

Batch Receipt Edit List

The Batch Receipt Edit List report, which can be generated from the Batch Receipts page, provides the following information for each receipt in a batch:

• Receipt and batch control numbers.

• Entry date, fiscal year, and period.

• Accounting distribution and receipt amount.

• Payer information and reference receivable number, if applicable.

• System warnings associated with the receipt.

For information on creating batch files and adding, importing, and deleting batch receipts, refer to the following sections:

• Post Receipts - Batch Entry Page

• Batch Receipts - Detail Page

• Import Batch Receipts

Generate the Batch Receipt Edit List

1. Select Fund Accounting > Entry & Processing > Receipts > Batch Receipts to display the Batch Receipts page.

2. To generate a report on multiple batches, click Print Multiple Batches to display the Print Receipts Selection page. Proceed to Step 3.
   or
   To generate a listing for one batch file, select the batch in the Batch Receipts page, and then click Print. Proceed to Step 4.

3. In the Print Receipts Selection page's Control Number field, enter control numbers to identify the batches, and then click OK.

   • To specify individual batches, enter their control numbers separated by the pipe symbol, for example, BATCH1|BATCH2|BATCH3.

   • To include all batch files, leave the field blank.

4. In the Print window, enter your report settings. The report's default file name is batchrec.rpt.

5. Click OK to generate the report.

Release and Post All Receipts in a Batch

If you only want to release selected receipts, refer to the next procedure.

1. Select Fund Accounting > Entry & Processing > Receipts > Batch Receipts to display the Batch Receipts page.

2. Select the batch you want to post, and then click Release.

3. Click Yes to clear the Hold fields for all receipts in the batch, and then click OK.

4. Select the batch that contains the receipts you released, and then click Post.

5. Click Yes to post the batch's receipts.
   The Batch Receipts Post Results page displays, showing the receipts that posted, as well as those that did not post because of data conflicts.

6. Click OK to return to the Batch Receipts page.

Release Selected Batch Receipts for Posting

1. Select Fund Accounting > Entry & Processing > Receipts > Batch Receipts to display the Batch Receipts page.

2. Select the batch containing the receipts you want to release, and then click OK.
   The Batch Receipts - Detail page displays for the selected batch.

3. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.

4. In the List section, select one of the receipts you want to release for posting, and then click OK.

5. In the detail section, clear the Hold checkbox.

6. In the Continuous checkbox:

   • Leave the box blank if you want to return to the List section and select another receipt for release.

   • Select the box if you want to release the next receipt in the List section.

7. Click OK to save the change.

8. For the next receipt:

   • Repeat Steps 5-7 if you left the Continuous field blank.

   • Repeat Steps 4-7 if you selected the Continuous field.

9. To post the receipts you released, follow the previous procedure, but skip Steps 2-3.

Delete a Batch File and All Its Receipts

1. Select Fund Accounting > Entry & Processing > Receipts > Batch Receipts to display the Batch Receipts page.

2. Select the batch you want to delete.

3. Click Delete.

4. In the Confirmation dialog, click Yes.

Load External Files

The Batch Receipts page's Load External item lets you load batch receipts into your database from pipe-delimited, plain-text files stored either on your personal computer or network server.

To use this function, you must make sure the source text file is formatted correctly. Keep in mind that you are loading the data directly into the database table dreceipt. Therefore, the text file's field data must be arranged in exactly the same order as the corresponding database table columns.

The system uses the pipe ( | ) symbols in the text file to determine where one field value ends and the next one begins. Also consider the following:

• In optional fields, you can omit field data from the text file by placing two pipe symbols next to each other in the appropriate position.

• The system provides default values for the following fields if you leave them blank: Hold Flag, Date Entered, Entered By, Fiscal Year, and Period.

• The following fields require data in the text file: Key Organization, Revenue Account, Cash Account, and Receipt Amount.

• You can either define the batch record's Control Number in the text file or in the Load External File page. Control numbers are also required for batch receipts.

• The text file can contain multiple batch receipts, but you cannot have blank lines between records. Provide a hard return at the end of each record.

Data is omitted in the following fields:

The Receipt Description field is also optional, but we recommend you define a description so the transaction can be readily identified in listings and reports.

1. Select Fund Accounting > Entry & Processing > Receipts > Batch Receipts to display the Batch Receipts page.

2. Click Load External on the Action Bar.

3. In the confirmation dialog, click Yes. Note that the dialog provides the following warnings:

   • The field row_id cannot be included in the unload file.

   • Dates must be in the format MMDDYY or MMDDYYYY.

4. In the Load External File page, select a radio button to identify where the file is stored:

5. In the File Name field, identify the file by entering its name and directory path.
   To display a page for searching for and selecting the file, click Browse.... However, this only applies to files on your personal computer. Example: If a file named batch.txt is stored in the Receipt subdirectory of the Accounting menu on your personal computer, you can identify it by entering C:\Accounting\Receipt\batch.txt.

6. In the Control Number field:

   • To override the number in the external file, enter a number to identify the batch file you are creating. This number is applied to all records in the file.
     If the Control Number field in the external file is blank for any of the records, you must enter a control number. Otherwise, the file cannot be loaded.

   • To use the number stored in the external file, leave the field blank.

7. Click OK to load the file.

   • If the load is successful, a display indicates the file import is complete. The batch file's control number will appear in the Post Receipts - Batch Entry page's list section, provided the file is for the current year.

   • If the system cannot load the file, a dialog displays indicating the errors that occurred. This dialog may be preceded by another dialog indicating the type of error the system encountered.