Receipts Batch Codes

Use the Receipts Batch Codes function to define batch codes for use when creating a record of payments from customers, record unapplied cash receipts from a source other than a customer, or enter deposit information in the Cash Receipts function. Each payment can be assigned to a batch code, and then payments can be posted by batch code. Receipts Batch Codes are useful in multiuser environments. They enable many users to enter and post transactions without interfering with each other.

Receipts Batch Codes screen

Creating a Receipts Batch Code

  1. Click the New button, on the toolbar, to open a blank batch codes cash receipt record.
  2. Enter a new code in the Batch Code field.
  3. Enter a description for the new batch code in the Description field.
  4. Select the Permanent check box to retain the batch when you post transactions.
    Note: When you select this check box, the system retains empty batches when processing completes.
  5. Accept the default status of Not Applicable in the Cash Rcpts Journal Status field.

    When you enter cash receipts, the status changes to Unprinted. When you print a journal and the transactions are ready to be posted, the status changes to Printed. If you enter a new cash receipt or edit a cash receipt in the batch after you print a journal, the status becomes Reprint.

  6. Mark the Default check box if you want to use that batch as the default batch for the function.
  7. Click the Save button, on the toolbar, to save the new batch code.

Editing a Receipts Batch Code

  1. Select a code to edit from the Batch Code field.
    Note: Click the Activity button to view the batch code, the user IDs of those who update the batch and transaction, and the date and time the update occurred. From this batch activity screen you can Refresh the list of batch activity, Delete the status of a transaction from locked to unlocked, and close to return to the Batch Codes screen.
  2. Edit the fields as necessary.
  3. Click the Lock button, if necessary, to lock the batch and prevent other users from entering or editing transactions in a batch that is being posted.
    NOTE: If a batch posts unsuccessfully, the system locks the batch. When locked, you cannot enter, edit, or post the batch.

    To unlock a batch, click the Lock button.

  4. Click the Save button, on the toolbar, to save any changes made to the batch code.

Deleting a Receipts Batch Code

  1. Select a batch code to delete from the Batch Code field.
    Note: You cannot delete the main batch, ######.
  2. Click the Delete button, on the toolbar, to delete the selected batch code.
  3. Click Yes at the "Are you sure you want to delete selected record(s)?" prompt.

Produce a Receipts Batch Codes List

  1. Select the print preview button () to preview the list of batches.
  2. The preview report screen appears.
  3. Select the print button ( ) in the toolbar to print your list.

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