This is the main page associated with the Batch Receivables option. The page displays the batch receivable files stored in your database, including their control numbers and the user names of those who created the batch files. The page's Period and Year fields display the code Multiple if a control number contains entries affecting more than one period or year.
From the Batch Receivables page, you can release and post receivables, display the Post Receivables - Batch Entry page for adding batch files, and access the Batch Receivables - Detail page for updating batch receivables. You also can generate the Batch Edit List report.
Menu Path: Fund Accounting > Entry & Processing > Receipts > Batch Receivables
Action Bar Items
In addition to the standard OK and Back items, the Post Receivables - Batch Entry page includes the following Action Bar items:
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Set Period |
Enables you to change the default fiscal year, period, or transaction date for batch records. For information on this page, refer to the General Ledger. |
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Release |
Allows the receivables in a batch to be posted. This item clears the Hold field for all records in the batch. |
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Post |
Posts receivable records for a selected batch. You can only post a receivable if its Hold field is cleared. |
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Print Multiple Batches |
Displays the Print Receivables 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 |
Batch Receivable Edit List
The Batch Receivable Edit List report provides the following information for each receivable in a batch:
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Receipt and batch control numbers.
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Entry date, fiscal year, and period.
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Accounting distribution and receipt amount.
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Payer information and reference receivable number, if applicable.
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System warnings associated with the receipt
For information on creating batch files, adding batch receivables, and deleting batch receivables, refer to the following sections:
Generating the Batch Receivable Edit List
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Select Fund Accounting > Entry & Processing > Receipts > Batch Receivables to display the Batch Receivables page.
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To generate a report on multiple batches, click Print Multiple Batches to display the Print Receivables Selection page. Proceed to Step 3.
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To generate a listing for one batch file, select the batch in the Batch Receivables page, and then click Print. Proceed to Step 4. -
In the Print Receivables Selection page's Control Number field, enter control numbers to identify the batches, and then click OK.
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To specify individual batches, enter their control numbers separated by the pipe symbol, for example, BATCH1|BATCH2|BATCH3.
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To include all batch files, leave the field blank.
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In the Print window, enter your report settings. The report's default file name is batchrcv.rpt.
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Click OK to generate the report.
Releasing and posting all receivables in a batch records
If you only want to post selected receivables, refer to the next procedure.
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Select Fund Accounting > Entry & Processing > Receipts > Batch Receivables to display the Batch Receivables page.
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Select the batch you want to release, and then click Release.
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Click Yes to clear the Hold fields for all receivables in the batch, and then click OK.
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Select the batch the contains the receipts you released, and then click Post.
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Click Yes to post the batch's receivables.
The Batch Receivables Post Results page displays, showing the receivables that posted as well as those that did not post because of data conflicts. -
Click OK to return to the Batch Receivables page.
Releasing selected batch receivables for posting
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Select Fund Accounting > Entry & Processing > Receipts > Batch Receivables to display the Batch Receivables page.
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Select batch containing the receivables you want to release, and then click OK.
The Batch Receivables - Detail page displays for the selected batch. -
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.
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In the List section, select one of the receivables you want to release for posting, and then click OK.
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In the detail section, clear the Hold checkbox.
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In the Continuous checkbox:
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Leave the box blank if you want to return to the List section and select another receivable for release.
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Select the box if you want to release the next receivable in the List section.
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Click OK to save the receivable.
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For the next receivable:
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Repeat Steps 5-7 if you left the Continuous field blank.
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Repeat Steps 4-7 if you selected the Continuous field.
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To post the receivables you released, follow the previous procedure, but skip Steps 2-3.
Deleting a batch file and all its receivables
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Select Fund Accounting > Entry & Processing > Receipts > Batch Receivables to display the Batch Receivables page.
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Select the batch you want to delete.
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Click Delete.
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In the Confirmation dialog, click Yes.