Batch Receipts Processing

With the Batch Receipts option, you can:

• Create a new batch file to store receipts for review and future posting.

• Add receipts to a batch, either manually or through the Load External option.

• Review, change, and delete batch receipts as needed.

• Print the Batch Receipt Edit List, which shows the receipts in a batch.

• Release batch receipts from hold so they are eligible for posting.

• Post batch receipts to Fund Accounting.

Menu Path:  Fund Accounting > Entry & Processing > Receipts > Batch Receipts

System Processing

Using batch processing offers the following advantages over entering receipts online:

• You can identify data entry errors before the receipts are posted.

• You can better control the way records are grouped for posting and reporting purposes.

When you post batch receipts, the system creates ledger and transaction records in the same way as when you perform online receipt entry. For information on the system processing associated with online and batch receipt entry, refer to Post Receipts.

Procedural Overview

Following is an overview of the steps for creating, updating, and posting batch receipts. For detailed procedures, refer to the sections referenced below.

Processing batch receipts

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

2. Click Add New to display the Post Receipts - Batch Entry page for creating a new batch.

3. To add receipts to the batch following the procedure in Post Receipts - Batch Entry Page.

4. To review a batch file's receipts, generate the Batch Receipt Edit List. For the procedure on generating the report, refer to the Batch Receipts Page.

5. To change a receipt, follow the procedure in Batch Receipts - Detail Page.

6. To prepare batch receipts for posting, you have two options:

   • To release the posting hold for all receipts in a batch file, select the batch in the Batch Receipts page, and then click Release. This clears the receipts' Hold checkboxes.

   • To allow only selected receipts in a batch to be posted, access each receipt that is ready for posting, and clear the receipt's Hold field.

   For the procedures for releasing and posting batch receivables, refer to Batch Receivables Page.

7. If you need to change the fiscal year, period, or transaction date for the receipts you are posting, click Set Period. For details, refer to Resetting Periods.

8. To post a batch, select it in the Batch Receivables page, and then click Post. In the dialog that displays, click Yes to post the batch. The Batch Receivables Post Results page displays the records that posted, as well as those that did not post because of data conflicts.