Balance batch

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Before you may proceed to post a batch, you need to balance the batch. This will not be necessary when your batch is in balance (i.e. where you have entered debit transactions and credit transactions of equal value) in a batch.

An example for this is when you take-on opening balances from a trial balance, obtained from the accounting records of your previous accounting system.

To Balance a Batch:

1.Click on the F5:Balance icon.

Right-click on the selected batch (journal) on the Batch Type Selection screen, and select the Balance Batch option on the context menu.

You may also click on the F9:Process icon, or press the F9 key on your keyboard. You then need to select the Balance Batch from the list of batch processing options.

2.When this process is finished, the balancing entries will automatically be inserted directly below your last transaction entry. An example of the transactions entered in the Sales Journal, is as follows:

a)Reference - Balancing entries are indicated by 8 asterisks ( ******** ) in the Reference Field.

b)Date - The Date of the balancing entries will be the date of the last transaction, which you have entered.

If you have entered transactions with dates in more than one accounting period, balancing entries will be generated for each accounting period.

c)Description - BALANCING ENTRY followed by the Batch name and the alias name are displayed in the Description field.

3.After this is done, the example for the transactions in the Sales Journal, is as follows:

Steps After Balancing the Batch

After the batch balances, you still need to do the following to finalise the batch:

1.Click on the F8:List icon, or press the F8 key on your keyboard, to list the batch.

It is a good idea to list the batch, and check the entries on the batch thoroughly. If there are any errors, you may edit the batch, before posting the batch.

2.Click on the F6:Post icon, or press the F6 key on your keyboard, to post the batch. The transactions will automatically be posted (updated) to the ledger.

In this example, it would debit the individual accounts (i.e. Debtor accounts), credit the total to the contra account (i.e. sales account) and credit the VAT amount to the Output VAT account.

You may also post batches from the Input → Update Ledger (Batches tab) menu, or from the Post Batch option on the Batch Type Selection screen's context menu.

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