Batch Records

The batch record stores all the information about the batch you need to track and manage. Each batch contains journal entries which are individual debit and credit transactions. When you open a batch, general information about the batch appears at the top of the page. This includes the number of entries, batch status and type, date posted, total debits and credits, and balance.

Information about each journal entry appears in the grid, including the account, reference, post date, encumbrance, and journal. To access an account, select the account number .

Tip: To help you review a batch's list of journal entries, you can search, filter, or select column headers to sort.

From the summary section of a batch, select Attach file to upload or link to files you want attached to the batch - such as images, PDFs, Word documents, Excel spreadsheets, and other files. For more information about media, see Attachments.

To edit batch journal entries, select Edit on the action bar and make your changes. For example, you might want to change the debit or credit account.

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. You cannot 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.

From the action bar of a batch, select Add alert. For more information about alerts, see Alerts.

To export the 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.

Note: To print the list of exported journal entries in Excel, select 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. For more information, see Journal Entry Batch Creator Excel Add-In.

To ensure your batches are in balance, select Validate on the action bar of an open batch.

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

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

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: For information about validating and posting subledgers, see Post Subledgers.

To save time when creating similar batches of transactions, you can copy an existing batch into a new batch. You can then save and post the new batch to General ledger. You can copy from both open, approved, and posted batches. 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 a batch's menu on the Journal entry batches page).

You cannot 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 cannot 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 is truly necessary.

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