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This window appears when you select Enter Transactions from the Transaction Processing Menu |
Purpose |
This window enables you to enter new batches, and to select batches for printing, and if the batch is open, for enquiry, amendment, deletion, cheque printing, and closing. Existing batches are listed in the upper scrolled part of the window. Further details are shown in the lower part of the window for each batch as you scroll through the list. |
Note |
The details shown in this window are known as the 'batch header details'. |
Select |
To select a batch for further processing, move the cursor to the required entry and press <Return>: § If the batch is closed Þ Batch Options Menu. |
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§ Otherwise the cursor moves through the 'Title' and 'Control total' prompts, then Þ Batch Options Menu. |
The prompts are:
Batch |
(Display only.) For existing batches, the batch number is displayed here. When you are adding a new batch, this prompt is blank; Cash Manager automatically allocates a batch number to the batch when you complete your replies in this window. |
Title |
Enter a description for the batch in up to 22 characters. This can be left blank. |
Book |
Enter the id of the cash book the batch relates to. If you have already entered a batch since entering Enter Transactions, the default is the last cash book entered. Press <F1> for a pop-up enquiry. |
Note |
When you enter a valid cash book code, the title of the cash book is displayed in the lower part of the window. |
Currency |
(Display only.) The code of the cash book's currency, the 'cash book currency'. |
Type |
The batch type. Enter one of the following: § P for payments. |
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§ R for receipts. |
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Press <F1> for a pop-up enquiry. |
Period |
The financial period the batch relates to. Enter one of the following: § C for the current period (the default). |
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§ N for the next period. |
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Press <F1> for a pop-up enquiry. |
Srce |
(Auto-transferred batches only.) (Display only.) The source id code of the originating module. |
Items |
(Display only.) The number of transactions in the batch. When creating a new batch this is zero. |
Note |
The maximum number of transactions you can have in a batch is 9999. |
Status |
(Display only.) This indicates the batch status. It can be: § *Empty. The batch contains no transactions. This is the status when starting a new batch. |
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§ Deleted. The batch has been deleted. You can only delete Open or *Empty batches. |
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§ Open. The batch has not been closed and can be amended or deleted. |
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§ *Print. This status only arises in a payments batch for which cheques are being printed. It indicates the cheques have been printed. The batch cannot be amended or deleted, although, when the exchange rates allow it, you can amend the currency information of foreign currency transactions in the batch if the currency information has not been confirmed. The cheques can be reprinted, if for example, there is a paper jam when the cheques are first printed. |
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§ Closed. The batch has been closed and the transactions cannot be changed or deleted, and cheques cannot be printed or reprinted. However when the exchange rates allow it, you can amend the currency information of foreign currency transactions in the batch if the currency information has not been confirmed. |
Cash book title |
(Display only.) The title of the cash book the batch relates to. |
Control total |
The control total of the batch. If you enter a control total: § All the transactions in the batch must be in one currency. (You enter the currency code at the next prompt.) |
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§ The value of the transactions in the batch must match the control total before you can close the batch, or print any cheques for it. |
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§ You can amend the control total, but after you have entered transactions, you cannot re-set it to zero. |
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Leave this prompt as zero for no control total checking, and no restriction on the currencies you can enter transactions in. If you leave it as zero, after you enter transactions, you cannot then enter a control total. |
Currency |
(Only if you entered a control total at the previous prompt.) Enter the code of the currency in which you entered the control total. All the transactions in the batch must be in this currency. This is referred to as the 'batch currency'. Press <F1> for a pop-up enquiry. |
Note |
If you enter a batch currency which operates with a decimal precision of zero or one, and you entered a control total with more non-zero decimal places than are allowed for the currency, an error message is displayed. For further information about the decimal precision of currencies, see Currency Maintenance in the Global 3000 Installation & Set-up Manual. |
Total entered |
(Display only.) The actual sum of the values of the transactions in the batch. If the batch has a control total, this value is in the batch's currency. Otherwise it is in the cash book's currency. |
Variance |
(Only if the batch has a control total.) (Display only.) The difference between the 'Control total' and the 'Total entered'. |
Print cheques |
(Only payment batches for cash books for which cheque printing is allowed.) Enter Y if you want to print cheques for the payments in this batch. Otherwise enter N. |
Note |
When this indicator is set to Y, the batch is referred to in this manual as a 'cheque printing batch'. |
Note |
You print the cheques via an option on the Batch Options Menu. For further information, see the Print Cheques paragraph in Batch Options Menu. |
Updated by...at...on |
(Display only.) The date and time the batch was last updated, and the operator id of the person responsible. |
On completion |
If you are entering a new batch Þ Transaction Details Window. Otherwise Þ Batch Options Menu |