Batch Records

A batch record contains all the details needed to track and manage a batch. Each batch includes journal entries, which represent individual debit and credit transactions. When you open a batch, you can quickly view a summary at the top including the number of transactions, batch status and type, post date, total debits and credits, and the balance.

Below the summary, each journal entry transaction is listed and offers deeper details, including account, post date, record ID, and journal reference. To view a transaction's account, select its account number.

To find details quickly, search or filter based on specific criteria, or sort the column headers. To highlight important situations or conditions for a batch, add alerts. Alerts remind you or other users about critical information.

Tip: When working with journal entry batches, the Journal Entry Batch Creator Excel add-in can significantly improve efficiency. This free add-in is developed by Blackbaud and available in Microsoft's Office Store. It allows you to enter transactions directly in a Microsoft Excel spreadsheet which you can then import and submit as a new journal entry batch to Financial Edge NXT. This integration enables flexible data entry (in bulk) and saves time, especially when entering similar data.

Attach a File

From the summary section, select Attach file to upload or link files as attachments. This includes files or links to images, PDFs, Word documents, or Excel spreadsheets.

Copy a Batch

To save time when creating similar batches of transactions, copy from an open, approved, or posted batch into a new one. You can then save and post the new batch to General ledger. This is useful when you want to post a duplicate batch of transactions, or when you need to edit transactions in a posted batch. After creating the new batch, you can add, change, or delete transactions before posting.

To copy a batch, select More, Copy batch from the batch action bar (or from the batch's menu on the Journal entry batches page).

Export Batch Data to Excel

To export a batch to an Excel .XLSX file, select Export on the action bar. The export includes data from every transaction in the batch. When a transaction includes multiple distributions, the data appears in a flat view and is not grouped or combined in Excel.

Tip: To print the list of exported journal entries in Excel, select File, Print.

To copy a batch, export the data to Excel and use the Journal Entry Excel add-in to update fields such as amounts, post dates, and journal references for the new batch. After you submit the batch, you can open it in web view.

Validate a Batch

To ensure your batches are in balance, select Validate on the action bar of an open batch. For details, review how to validate and post a batch.

Post a Batch

Posting a batch adds transaction entries to your general ledger accounts, which updates your account balances. You can validate and post a batch in several ways:

  • From the action bar of an open batch, select More, Post.

  • From the Journal entry batches list, validate and post a single batch or multiple batches at once. From the list, select one or more batches, then select Validate and post.

  • When you add or edit a regular batch, and choose Approved as the batch status, select Save and post.

Note: Batches must be approved before you can post.

If the post process is successful, a confirmation message appears and you can view the Batch post report.

Tip: Review how to validate and post subledgers, such as Payables and Receivables.

Create a Reversing Batch

Reversing a posted batch allows you to cancel the effects of transactions previously posted to General ledger. When you reverse a posted batch, the original batch is recreated with the debits and credits reversed. Note that you can't reverse a batch posted to a year that is closed.

Tip: To correct mistakes in posted batches, reverse the batch, then copy it into a new batch. Once the new batch is created, make the necessary changes and post again.

Import Transactions

To save time, you can import transactions directly from a journal entry batch record. This option offers a streamlined workflow without navigating away from the batch.

To import, select Import transactions (or More, Import transactions) from the batch action bar. You can search for and select an existing transaction import to edit, validate, or import. You can also add a new import without leaving the batch record.

Tip: Import supports .CSV files and .TXT files (for .TXT, use only comma delimited files). Keep in mind that header records are required for all imports and if you modify the file after attaching it, you must upload it again to ensure the latest updates are included.

For general info, review how to add an import.

Edit or Delete a Batch

To edit journal entries in a batch, select Edit on the action bar (or from the batch's menu on the Journal entry batches page), then make your changes. For example, you might want to change the debit or credit account.

Tip: To copy data by duplicating lines, select the checkboxes beside the lines to copy, then select Duplicate line. To insert blank lines, select the corresponding checkboxes, then choose Insert line. All lines appear below the selected lines. To remove your changes without saving, select Clear.

Warning: You can't fully delete a batch that has been posted because it's considered an existing batch. For example, if you create batch 325 and decide you want to delete it, batch 325 can't be reused. The deleted batch remains in the system and is viewable from the Journal entry batches page. The next new batch you create will be number 326. As a general rule, we recommend that you avoid deleting batches, unless your organization believes it's truly necessary.

To delete a batch, select More, Delete from the batch action bar.

Run a Batch Detail Report

To run a batch detail report, select More, Run report from the batch action bar. Choose from existing batch detail report parameters, then select Run. After you select to run the report and the report appears, you then have the option to export (PDF, Excel, or Word) and print the report.

Generate a Batch Detail Report

Note: Don't see this yet? These report improvements are in Limited Availability (LA) and are releasing in waves. During the LA, we'll review and implement participant feedback to prepare for general availability.

To generate a batch detail report, select Generate report from the batch action bar. Choose from existing batch detail report parameters, select Generate, and choose your output preference. After you generate the report, print it directly from the PDF, Excel, or Word file.