Add a Batch Screen

Batch template

Select the batch template to use to create the batch. The batch template defines the fields and any default values used in the batch.

Typically, a batch processing manager creates the batch template. If the batch template you want does not appear, consult your batch processing manager. For information about how to add a batch template, see the Batch Configuration chapter or the Batch Configuration section of the help file.

You can adjust the fields and default settings selected for the batch template. To adjust the fields included in the selected batch template, select Field options. The Customize fields for batch screen appears. For information about the items on this screen, see Customize Fields For Batch Screen.

After you add the batch to the database, you cannot change its selected batch template.

Batch number

Select whether to use an automatically generated number or a custom number to identify the batch. When you open a batch, the batch number appears in the top corner of the screen. On the Batch Entry page, the batch number appears next to each corresponding batch in the grids.

If you selected “Auto-generated” when creating the number scheme, the program uses the numbering scheme assigned to the workflow of the selected batch template to automatically generate and assign a batch number. To manually enter a new number, mark Override. For information about batch numbering schemes, see the Batch Configuration chapter or the Batch Configuration section of the help file.

If you selected “Manual”, enter a unique number to identify the batch in the field. Once you save a batch, you can no longer use its number for batches using the template.

After you add the batch to the database, you cannot automatically generate a new number for the batch.

Description

Enter a description to help identify the batch and explain why you enter the records in the database. You can enter up to 255 characters in this field.

The description you enter appears in the Uncommitted batches grid so you can determine the purpose of the batch before you open it.

Owner

Select the user to process the batch in its initial status.

The user you select in this field owns the batch in its initial status. When you update the status of the batch to next status in the workflow, you can assign it to a new owner. For more information about how to update the status of a batch, see Update a Batch to the Next Workflow Status.

You can configure system alerts to automatically notify application users by email when they become batch owners. For information about how to configure system alerts for batches, see the Administration Guide.

Enable auto save

Mark Enable auto save if you want the batch to automatically save each row as you work.

Projected #

When the selected batch template is for a revenue batch, the Projected # field is enabled. Enter a total number of payment records you plan to enter in the batch. The batch allows an unlimited number of records. For example, you create a batch for the payments you received on the previous day. You received a total of ten payments yesterday, so you enter “10.”

Although this field is not required, we recommend you enter a projected value. When you validate the batch, you can use your projections to determine the accuracy of the data entry.

Projected amount

When the selected batch template is for a revenue batch, the Projected amount field is enabled. Enter the projected monetary amount for the payment records you plan to enter in the batch. For example, you create a batch for the payments you received on the previous day. You received payments totalling $500 yesterday, so you enter “$500.”

Although this field is not required, we recommend you enter a projected value. When you validate the batch, you can use your projections to determine the accuracy of the data entry.