Batch types (setup)

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This option allows you to create batch to capture and enter your transactions. The Sales, Purchases, Receipts, Payments and General journal are standard defaults.

You can create any additional batches by adding them to this list. If you have more than one Bank account, you need to create a payments and receipts batch for each one. If you were initially short of batch types, you may enter additional batch types to accommodate your reporting requirements. These will not be retroactive, so thorough setting up is preferable.

BATCH TYPES

Lookup Type

Contra account lookup type

DEBIT /CREDIT

Sales journal

Debtor

General ledger

Debit

Sales returns

General ledger

Debtor

Credit

Purchases

General ledger

Creditor

Credit

Purchase returns

Creditor

General ledger

Debit

Payments

All

All

Debit

Receipts

All

All

Credit

General journal

All

All

Allow both (Debit / Credit)


You can also set the batch defaults to reduce incorrect capturing of transactions. For example, in a Sales journal, only debit entries may be entered. Batch defaults such as “contra accounts”, “contra account per line”, “inclusive” (of VAT/GST/Sales Tax) or “exclusive” capture and increment reference numbers, and can only be set from within the batch.

The setting of the defaults will be discussed in later Chapters. The new features, which have been added to configure batches or journals, may be taken into account when you need to create or add your batch or journal types. This will enable faster and more accurate processing of transactions.

Some of these features are:

No Tax - You may now hide the tax column and the Tax Code lookup facility if you are not registered for VAT/GST/Sales Tax or if VAT/GST/Sales Tax is not applicable to all transactions in the batch or journal.

Lookup filters - You may now select to show all Accounts or only General ledger, Debtor or Creditor accounts.

Contra account per line - easier processing of transactions with this setting. Contra accounts are now visible in the Contra account column.

Batch types are the journals in which you will enter (capture) the source documents of your transactions. You may enter all your invoices in the sales journal, deposits or receipts in the receipts journal, cheques or payments in the payments journal, etc. After you have entered, your transactions from the source documents, you need to check them and post or update these batches to the ledger.

To add a Batch type:

1.Click on the Setup → Batch types.

2.Select a Batch type on the Description list. A blank line will be inserted above the selected Batch type.

3.Enter the name for the new batch type.

4.Click on the Close button.

You may select any batch and click on the Edit button to do the Batch setup or press F2 or click on the F10:Setup icon on the Batch entry screen.

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