## Working with Batches

This chapter provides an overview of the batch review program and discusses how to work with batches of transactions.

### Understanding the Batch Review Program

After you enter transactions into the system, you might want to review or revise them before you post them to the general ledger. Depending on whether the constants for AR, AP, and GL require management approval of batches, you also might need to approve the batches.

You use the same batch review program to review and approve any type of transaction batch online; therefore, the process to review and approve batches is the same, regardless of the system. The only difference among the various batch review programs in the Fundamentals Management systems is the name of the menu selection and form and the default batch type, which displays on the initial form called Work With Batches. The Work With Batches form displays information from the Batch Control Records table (F0011).

You can review any batch type from any batch review program. Because invoices and vouchers are two-sided entries, you can review the invoice or voucher as well as the GL distribution after accessing the batch review program.

Batch Review and Approval

After you enter transactions, you can review them at any time during the GL period before posting. Only approved batches of transactions are eligible to be posted. If a batch should not be posted until further analysis is completed, you can change the batch status to pending or, if applicable, leave the batch at a pending status. During the review process, you can also revise transactions in a batch or add transactions to it.

After you review transactions, you might need to approve the batch prior to posting. This depends on whether your company requires management approval before posting a batch. Based on the settings in the AR, AP, and GL constants, the system assigns either a pending or an approved status to the batch. If you do not require management approval of batches, the system automatically assigns an approved status to the batch.

### Working with Batches of Transactions

This section discusses how to:

- Set processing options for Batches (P0011).

- Review a batch.

- Review transaction detail.

- Revise transactions in an existing batch.

- Approve batches.

#### Forms Used to Work with Batches of Transactions

Form Name | FormID | Navigation | Usage
Work With Batches | W0011A | Use one of these navigations: Supplier & Voucher Entry (G0411), Voucher Journal Review Other Voucher Entry Methods (G04111), Voucher Journal Review Manual Payment Processing (G0412), Review Payments Automatic Payment Processing (G0413), Automatic Payment Review Customer Invoice Entry (G03B11), Invoice Journal Review Manual Receipts Processing (G03B12), Receipts Journal Review Automated Receipts Processing (G03B13), Receipts Journal Review Journal Entry, Reports, & Inquiries (G0911), General Journal Review | Review a list of batches based on posting status as well as user ID, a specific batch date, and so on. Depending on the program that you select, the system displays vouchers, manual or automatic payments, invoices, manual or automatic receipts, or journal entries.
Voucher Entry Journal Review | W0411BA | Use one of these navigations and then select a batch on the Work With Batches form and click Select. Supplier & Voucher Entry (G0411), Voucher Journal Review Other Voucher Entry Methods (G04111), Voucher Journal Review | Review transaction amounts and GL dates for a batch of vouchers.
Payment Journal Review | W0413CA | Use one of these navigations and then select a batch on the Work With Batches form and click Select. Manual Payment Processing (G0412), Review Payments Automatic Payment Processing (G0413), Automatic Payment Review | Review transaction amounts and GL dates for a batch of payments.
Invoice Journal Review | W03B11AA | Customer Invoice Entry (G03B11), Invoice Journal Review On the Work With Batches form, select a batch and click Select. | Review transaction amounts and GL dates for a batch of invoices.
Receipts Journal Review | W03B212B | Use one of these navigations, enter batch type RB and click Find. Then select the batch on the Work With Batches form and click Select. Manual Receipts Processing (G03B12), Receipts Journal Review Automated Receipts Processing (G03B13), Receipts Journal Review | Review transaction amounts and GL dates for a batch of receipts.
General Journal Review | W0911BA | Journal Entry, Reports, & Inquiries (G0911), General Journal Review On the Work With Batches form, select a batch and click Select. | Review transaction amounts and GL dates for a batch of journal entries.
Enter Voucher - Payment Information | W0411A | On the Voucher Entry Journal Review form, click Select. | Revise transaction detail for an existing voucher batch or add transactions to the batch.
Manual Payment Entry | W0413MA | On the Payment Journal Review form, click Select. | Revise transaction detail for an existing payment batch or add transactions to the batch.
Standard Invoice Entry | W03B11A | On the Invoice Journal Review form, click Select. | Revise transaction detail for an existing invoice batch or add transactions to the batch.
Receipt Entry | W03B102E | On the Receipts Journal Review form, click Select. | Revise transaction detail for an existing receipts batch or add transactions to the batch.
Journal Entry | W0911A | On the General Journal Review form, click Select. | Revise transaction detail for an existing journal entries batch or add transactions to the batch.
Batch Approval | W0011C | On the Work With Batches form, select one or more unposted batches. From the Row menu, select Batch Approval. On the Batch Approval form, select the Approved – Batch is ready to post option. | Approve batches for posting. You can also prevent a batch from posting by temporarily changing the batch status from approved to pending on the Batch Approval form.

#### Setting Processing Options for Batches (P0011)

Processing options enable you to specify the default processing for programs.

Batch Type

1. Batch Type | Specify the batch type.

#### Reviewing a Batch

Access the Work With Batches form.

If batch review security is activated, the system displays only the batches that you are authorized to review and approve.

Difference Columns

If you use batch control to enter transactions, the Work With Batches form shows the differences between what you expected to enter and what you actually entered in a batch. These differences are shown for the number of documents (in the Difference Documents column) and input amount (in the Difference Amount column) and are informational only.

If you do not use batch control, the system subtracts your actual entries from zero, resulting in negative amounts in the Difference Amount and Difference Documents columns. The differences displayed are informational only.

#### Reviewing Transaction Detail

Access the General Journal Review form or other batch review form.

#### Revising Transactions in an Existing Batch

Access the Journal Entry form or other entry form.

Adding Transactions to an Existing Batch

If you select a batch on a transaction review form and then change the batch number, remember to click Find and then click Select again to revise or add transactions to that batch. If you do not click Find before you click Select, the system displays transactions for the previous batch instead on the entry form.

#### Approving Batches

Access the Batch Approval form.

Do one of the following:

- To approve a single batch, select the Approved option and click OK.

- To approve multiple batches, select the Approved option and from the Form menu, select OK to All.

- To temporarily prevent an approved batch from posting, select the Pending option.