Billing Batch Codes

Batch codes allow you to group Billing Journal entries so that you can make changes to one group without affecting those in another.

If you elected to use batch processing in the Business Rules function, use the Billing Batch Codes function to define the batch codes you will use. Then, assign Billing Journal entries to a batch code so you can post them in groups. If you elected not to use batch processing in the Business Rules function, use the Batch Codes function to toggle the hold and lock status of the main ###### batch. The main batch is assigned to all transactions when you are not using batch processing.

Creating a Batch Code

  1. Click the New button, on the toolbar, to open a blank batch codes 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 defaults status of Not Applicable in the Billing Journal Status field.
    Note: When you enter invoices or quotes, the status changes to Unprinted. When you print a journal the status changes to Printed. If you enter a new transaction after you print a journal, the status becomes Reprint.
  6. Mark the Default check box if the batch is the default transaction batch.
  7. Click the Save button, on the toolbar, to save the new batch code.

The Lock Date and Lock By fields will be populated if a user has selected the Lock button. To clear the fields, select the Lock button.

Editing a 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 updated the batch and transaction, the workstation used for the update, and the date and time the update occurred. From this popup you can Refresh the list of batch activity, Delete the status of a transaction from locked to unlocked, and Close to return to the Billing Batch Codes screen.
  2. Edit the fields as necessary.
    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.
  3. Click the Save button, on the toolbar, to save any changes made to the batch code.

Deleting a 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.