View a batch

From the Batches tab, select a batch to view. This opens the batch up in it's own tab, using the batch name as a title. This tab provides a summary of each of the receipts that comprise the batch, and provides batch edit and Batch Item allocation functionality.

This tab contains information on the following:

Outstanding Items

Outstanding Items are those Items (Receipts, Adjustments) posted to a Client with an outstanding ledger A ledger is a book or collection of accounts in which account transactions are recorded. Each account has an opening or carry-forward balance, and would record each transaction as either a debit or credit in separate columns, and the ending or closing balance. balance. The Outstanding Items grid is populated only while there are receipts in the Batch still to allocate, i.e. until Receipts are fully allocated and the Batch is approved.

From this grid, you can allocate the Balance on the selected Batch Item. You can allocate both at Job level and—by expanding Job rows, as in the screenshot above—at Split level. For details, see Allocations.

Allocations are not committed until the Batch is approved. Until then, you can edit, delete, or reallocate Receipts, or even edit and delete Batches that have been submitted or saved.

When Single Cash Ledger functionality is active, if the Batch Entity is a group owner acting as a single cash ledger, then this grid displays all outstanding items related to a client - outstanding items of the group owner and all group members - across all entities, so you can allocate across Entities.

Outstanding Items can be any of the following:

  • Invoices

  • Credit Notes

  • General Adjustments

  • Finance Charges

  • Finance charge Adjustments

  • Bad Debt

  • Receipts

Multi Currency

As allocations are entered in the Outstanding Items grid, AR automatically calculates a default currency allocation, which is displayed in the C. ALLOCATE column. Where exchange rate rounding is applied, any necessary adjustment can be made in Discount Splits.

Cross-Entity Allocation

Cross Entity Allocation allows you to allocate to invoices from different Entities simultaneously, subject to Entity restrictions.

When the ReceiptsCrossEntity switch is active (on):

  • When creating a receipt for an Invoice in an Entity other than the Batch Entity, Unallocated Cash Jobs across all Entities are available for selection.

  • When editing a posted Receipt, and applying a Quick Search Filter when selecting an Unallocated Cash Job, he search will return Jobs across all Entities (according to search criteria).

Batch Summary

This displays the basic details of the Batch, as provided on Batch creation. In this region the Batch details are read-only. However, the Total (displayed for Receipt Batches only), Batch Date, and Account can be edited.

Item List

This displays each of the individual items that together comprise the Batch. These might be any of the following, according to the Batch Type: