Batch Requests Add Page | PowerSchool ERP

Use this page to create a new batch file, including requests for stock items. You can also use the page to add line items to an existing batch.

A batch request record is composed of a header, which describes the record, and line items, which describe the stock items being requested. A batch can store up to 99 line items.

Menu Path: Warehouse Inventory > Entry & Processing > Warehouse Inventory > Batch Requests > click Add New

Adding New Year Requests

Before adding batch requests for a new fiscal year, verify that the following options have been run in Fund Accounting's Fiscal Year End Processing page:

Start New Year Procedures allows you to begin updating your database for the new fiscal year.
Create New Year Ledgers creates ledger accounts with balances of zero in the General, Expenditure, Revenue, and Project Ledgers based on your current year records.

These steps ensure that you can enter accounting information for new year requests.

Adding batch request files

Select Warehouse Inventory > Entry & Processing > Warehouse Inventory > Batch Requests to display the main Batch Requests page.
Click Add New to display the Batch Requests Add page.
In the Request Information section, enter a Control Number to identify the batch you are adding.
Complete the remaining fields in this section, which defines the batch's header record. For details, refer to the Fields section.
Click OK to access the Line Item section, or press <Tab> in the Continuous field.
In the Line Item section, complete the fields on a blank row to identify the stock item being requested.
Repeat Step 6 for each additional stock item requested.
When you finish entering line items, click OK to save both the batch files.
- If the Continuous checkbox is selected, the page refreshes so you can create another batch file by repeating Steps 3-8. You can also add request line items to an existing batch by entering the batch's number in the Control Number field.
- If the Continuous checkbox is not selected, you return to the main Batch Requests page.

Note

If you assign a number to a batch request that subsequently is assigned to a standard request before you post the batch, the system will assign a new request number when the posting is run. These changes are noted in the post results report.

Fields

Request Information Section

The batch's header record includes the following fields:

Field	Description
Control Number	Number identifying the batch you are adding. Character/8 You can add up to 99 line items under this number, either when creating the batch or by using the Batch Requests Update Page. You also use this number when posting the batch to your live database. If you select the Continuous checkbox, you return to this field after completing a batch. In this case, you can enter a new number to create another batch or enter an existing number to add line items to an existing batch.
Request Year	Current fiscal year, as defined in the Fund Accounting Profile. The year is used to verify the request line items’ Expenditure Ledger accounts in the Fund Accounting System. Display only.
Request Number	Number identifying a request. If the Auto Number Requests field in your Warehouse Inventory Profile is selected, the next sequential number available defaults to the Request Number field when you are adding requests. If auto‑numbering is not used, you must assign a unique number.Character/8
Warehouse	Code identifying the location where the requested stock items are stored. This field is verified against Warehouse Inventory’s Warehouse Code table.
Date Requested	Date when the request was submitted. The default is based on the Transaction Date in the Fund Accounting Profile. You may change the displayed date if needed.
Requested By	Person who submitted the request. Character/35
Date Required	Required delivery date for the requested items.
Ship Code	Code identifying the location where the items are to be delivered. This field is verified against Warehouse Inventory’s Shipping Code table.
Comments	Additional information regarding the request. Character/50

Line Item Section

Each line in this section identifies the following: stock item, quantity requested, total cost, and distribution of the expenses in Fund Accounting. You may include up to 99 items in a request.

Field	Description
Note	If a stock item has been discontinued, a setting in the Warehouse Inventory Profile determines whether you can enter a request for the item.
Item	System-generated number identifying the line item. Display only.
Stock Number	Stock number for the requested item. This number, which is verified against the Stock Number table, combines with the warehouse code to identify a stock item in your Inventory Catalog.
Description	Description of the stock item, taken from the Stock Number table.
*Budget Unit*	Low-level Organization Chart code for the Expenditure Ledger account to charge for the current line item. Your entry becomes the default for the next line item. This field is verified against Fund Accounting’s Organization Chart. The field name is defined in the Fund Accounting Profile.
Account	Expenditure account code for the ledger account where the line item’s cost is charged. The default is the expense account from the item’s Inventory Catalog record. The organization/account combination entered must exist in Fund Accounting’s Expenditure Ledger.
Project	Low-level project code for the Project Ledger account where the line item’s cost is charged. This field only applies if you use project accounting.
Account	Expenditure account code for the Project Ledger account where the line item’s cost is charged. This field only applies if you use project accounting.
Quantity	Number of units requested. The system checks the available inventory when you post the batch record. Decimal/12,4
Price	Unit price for the requested stock item, based on the Price field in the Inventory Catalog. This is either the average cost of the items in stock, last price charged on a purchase order, or a set price entered in the catalog Depending on the Stock Number’s Auto Recalc Price checkbox: If the checkbox is selected, then the system maintains the Price by multiplying the average cost by the stock item’s markup factor. The Average Cost and Price fields are updated when you receive stock. The Price defaults whenever the item is requested. It cannot be changed if the Auto Recalc Price field is selected. If the checkbox is not selected, you can enter the unit price to charge for this item. While the system does not update the Price field when you record receipt of the item, you can use the Receive Stock page’s New Price item on the Action Bar to change the unit price in the Inventory Catalog. For records with a Price field value of 0.00, the system defaults the Last Cost from the Stock Number table when receipt of the catalog item is recorded.
Total Amount	Total cost for the line item based on the unit price and the number of units requested. To calculate this value, the system multiplies the Quantity field by the Price.