Batch Receivables Processing

With the Batch Receivables option, you can:

• Create a batch file to store receivable records for review and future posting.

• Add receivables to an existing batch.

• Review, change, and delete batch receivable records as needed.

• Print the Batch Receivable Edit List, which shows the records in a batch.

• Release batch records so they are eligible for posting.

• Post batch records to Fund Accounting.

System Processing

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

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

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

When you post batch records, the system creates ledger and transaction records in the same way as when you complete online receivable entry. For a complete description of the system processing associated with online and batch receivable entry, refer to the section on the Post New Receivable Page.

Procedural Overview

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

Processing batch receivable records

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

2. Click Add New to display the Post Receivables - Batch Entry page. Use this page to create a new batch and add receivables to the batch. For the procedure, refer to the section in Post Receivables - Batch Entry Page.

3. To add receivables to an existing batch, follow the procedure Post Receivables - Batch Entry Page.

4. To review a batch file's receivables, print the Batch Receivable Edit List. For the procedure on generating the edit list, refer to Batch Receivables Page.

5. To change a receivable, follow the procedure in the section in Batch Receivables - Detail Page.

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

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

   • To allow only selected receivables in a batch to be posted, access each receivable that is ready for posting, and clear its Hold field.

7. If you need to change the fiscal year, period, or transaction date for the receivables 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.