Add a batch

When you create a batch, you compile a group of debit and credit transactions to post to your ledger accounts. Placing transactions into a batch allows you to group transactions according to source, date, time, and function. A batch may contain hundreds of transactions or as few as two.

Tip: To save time when creating similar batches of transactions, you can copy an existing batch into a new batch. You can copy from both open and posted batches. To copy a batch, access the More actions menu from the batch you want to copy.

  1. From the Journal entry batches page, select Add.

  2. In the Description field, enter a description for the batch. For example, “Office Expenses for October 2021”.

  3. Under Batch status, select “Open,” “Pending approval,” or “Approved."

  4. If you want to automatically create balancing interfund entries, select the checkbox. When the batch is posted, any journal entries required to balance the funds included in the journal entries grid will be added to the batch. This option is selected by default.

  5. To create bank adjustments when posting to a bank's cash account, select the checkbox.

    Note: If this checkbox is disabled, a bank adjustment is still created. If you do not want to create a bank adjustment when you post, you must select the Allow journal entries to cash accounts without adjusting the bank register business rule in the database view. If you don’t have rights, contact your administrator.

  6. In the Notes box, enter any notes you want associated with the batch.

  7. If you want to add a default set for the batch, select Add batch defaults to access the Batch defaults screen. Select the default set you want to use and click Apply. When you choose a default set, the values appear in journal entry grid.

  8. If you do not use batch defaults, select Add row and enter batch transactions and/or distributions in the Journal entries grid. Enter the account and the debit and credit amounts, and select the transaction codes for the distribution. For more information, see Distributions.

    Tip: To improve data entry, some columns in the Journal entries grid can be moved and re-sized.

    You can also enter a date in the Reverse on column to reverse transactions within the batch. This is helpful if you include accruals in manual journal entries, or have deposits for the following month.

    Note: During batch data entry, you can save time with keyboard shortcuts. For example, for the date field, when you enter the date of the month, the month and year fill in automatically. When you access a drop down-down menu, enter the first letter of the option you want to populate the field. In the project field, enter a letter or number to access a list of choices. You can also use Tab on your keyboard for faster data entry.

  9. Enter custom fields to further define the distribution. For more information about custom fields, see Custom Fields.

  10. Under Attachments, you can add attachments to the batch by moving a file into the Drag a file here box or by browsing to the file. You can also link to a file online — such as a picture, blog post, or YouTube video — or in a cloud storage account. For more information, see Attachments.

  11. After you enter your journal entries, select Save and close.