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- Create a view of the records within the service that needs to be batched. Note that the wizard also supports prompted views.
- Gl GL batches may be created using any filter available in the view, but are most commonly filtered based on the time period, such as a particular week, month, day or year. You can also filter the view to display records that have a BatchID Is Blank (that is, BatchID is NULL), which will return only records that have not yet been batched for the accounting system.
- For Scheduled Transactions, you should only batch those records whose Scheduled Date is today or earlier (do not batch transactions dated in the future).
- The wizard automatically filters out non-qualifying records that have already been batched. Also, for Orders, the wizard filters out orders that have not yet shipped, and for Payments, the wizard filters out payments whose Status is not Posted.
- Note that the wizard only evaluates the records in the current view.
- Note that the Batch wizard is not available for SQL based temporary views.
- Launch the Batch wizard from the desired service.
- To batch orders, either click the Create Order Batch icon in the view toolbar or right-click within the view and Orders Options > Create Order Batch.
- To batch payments, either click the Create Payment Batch icon in the view toolbar or right-click within the view and select Payments Options > Create Payments Batch.
- To batch general ledger scheduled transactions, either click the Create Scheduled Transaction Batch icon in the view toolbar or right-click within the view and select Scheduled Transactions Options > Create Scheduled Transactions Batch.
- Review the information on the Welcome page and click Next to continue.
- The Welcome page provides an overview of the wizard process and explains that not all records in the view automatically qualify for inclusion in the general ledger batch.
Anchor pgfId-1027131 pgfId-1027131 Aptify Batch Wizard Welcome PageAnchor pgfId-1002762 pgfId-1002762
Anchor pgfId-1020163 pgfId-1020163 - The Welcome page provides an overview of the wizard process and explains that not all records in the view automatically qualify for inclusion in the general ledger batch.
- Review the summary of the qualifying and excluded records grouped by currency type and click Next to continue.
Anchor pgfId-1036311 pgfId-1036311- The grid on this page displays the general ledger batches that will be created based on the data in the view.anchor
pgfId-1042579 pgfId-1042579 - The records are grouped together based on the record's currency and the functional currency for the organization specified on that record. For example, US Dollar and Euro orders taken by a US Dollar organization are divided into two batches: US Dollar (US Dollar) and Euro (US Dollar).
Anchor pgfId-1033249 pgfId-1033249 Choosing Records to BatchAnchor pgfId-1040755 pgfId-1040755 anchorpgfId-1039219 pgfId-1039219 - To show the specific records that are included in and excluded from each currency's general ledger batch, place the cursor over the Details cell for a particular row to display a gray box. Then, click the gray box to open another dialog.anchor
pgfId-1036106 pgfId-1036106 - The Details dialog includes two tabs: The Records In Batch tab lists all records qualifying for the general ledger batch. The Excluded Records tab lists all records excluded from the general ledger batch (because they have been included in a previous batch or for some other reason).
pgfId-1036321Anchor pgfId-1036321 - The records listed on these two tabs are those in the view from which the wizard was initiated.
Anchor pgfId-1041971 pgfId-1041971 - When batching orders, only shipped orders can be batched.anchor
pgfId-1041895 pgfId-1041895 - When batching payments, authorized credit card payments verified by a merchant account cannot be batched until they are captured using the ePayment Capture wizard so they appear in the Excluded Records list. See "Using the ePayment Capture Wizard" on page 140 for more information. Note that refund credit card payments can be batched once authorized (they do not require a capture process first) so they appear in the Records In Batch list.
Anchor pgfId-1036322 pgfId-1036322 - Review the list of records and click OK to return to the main wizard screen.
Anchor pgfId-1033257 pgfId-1033257 Batch Detail DialoganchorpgfId-1033260 pgfId-1033260
Anchor pgfId-1011659 pgfId-1011659 - The grid on this page displays the general ledger batches that will be created based on the data in the view.anchor
- When batching Scheduled Transactions records, click Next if prompted to expand all pending Scheduled Transaction Groups.
Anchor pgfId-1033265 pgfId-1033265 Expanding Scheduled TransactionsAnchor pgfId-1033268 pgfId-1033268 Anchor pgfId-1027356 pgfId-1027356 - The wizard displays a summary of the Batches records it will create. If you want to regenerate GL entries prior to generating a batch, place a check mark in the Regenerate Entries box.
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pgfId-1036514 pgfId-1036514 The Regenerate Entries option should only be selected if changes have been made to the GL accounts for affected products or payment types since the earliest Order Ship Date or Payment Date included in the general ledger batch.anchorpgfId-1036610 pgfId-1036610 - The system automatically generates GL entries when orders are shipped and when payments are created. Unnecessarily regenerating the GL Entries increases the wizard's processing time.
pgfId-1039844Anchor pgfId-1039844 - Note that the Regenerate Entries option is not available for (or applicable to) Scheduled Transactions.
Anchor pgfId-1033273 pgfId-1033273 Generating GL EntriesAnchor pgfId-1033276 pgfId-1033276
Anchor pgfId-999055 pgfId-999055 - Click Next to continue.
Anchor pgfId-1036663 pgfId-1036663 - The The wizard generates the GL Batches and displays a summary of the batch's information, including the total debit and credit amount included in the batch.
Anchor pgfId-1033281 pgfId-1033281 Reviewing Details of GL Summary EntriesAnchor pgfId-1033284 pgfId-1033284 pgfId-1036748Anchor pgfId-1036748 - To review the details of the summarized GL entries for each general ledger batch, place the cursor over the Details cell for a particular row to display a gray box. Then, click the gray box to open another dialog.
Anchor pgfId-1036890 pgfId-1036890
- On the Details dialog, the wizard reports the total amount debited or credited for each GL account included in the batch. Thus, the results are one entry for the accounts receivable GL account, one entry for the sales account, and so on.
- The The wizard generates the GL Batches and displays a summary of the batch's information, including the total debit and credit amount included in the batch.
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- Also, for batches in a foreign currency (that is batches where the currency does not match the specified Functional Currency), the wizard reports the Weighted Average Spot Rate used to convert the foreign currency into the appropriate functional currency. See About the Weighted Spot Rates for more information.
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- After reviewing the entries, click OK to return to the main wizard screen.
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Anchor pgfId-999062 pgfId-999062- GL Account Summaries
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- Associate the batch with an Open Accounting Period in the Accounting Period field.
Anchor pgfId-1053331 pgfId-1053331- By default, the wizard will select the Open accounting period with the lowest ID whose date range includes the batch's effective date. See "Accounting Periods Service" on page 198. for more details.
pgfId-1053482Anchor pgfId-1053482 - If at a later date, it is determined that the batch is associated with the wrong Accounting Period, you can modify the batch's Accounting Period affiliation at any time by running the Update Accounting Period entity bulk operation from a Batches list view. (By default, only members of the Accounting and Administrators groups can see and execute this entity bulk operation.)
Anchor pgfId-1053277 pgfId-1053277
- By default, the wizard will select the Open accounting period with the lowest ID whose date range includes the batch's effective date. See "Accounting Periods Service" on page 198. for more details.
- Place a check mark in the Approval box for each general ledger batch you want to approve and click Next to continue.
Anchor pgfId-1036939 pgfId-1036939 - You must approve at least one batch to complete the wizard.
Anchor pgfId-1036930 pgfId-1036930
- You must approve at least one batch to complete the wizard.
- Modify the default name of the Batches record, as needed, and click Finish to complete the wizard.anchor
pgfId-1036997 pgfId-1036997 - The system automatically defaults the GL batch name to include both the name of the general ledger batch type (Orders, Payments, or Scheduled Transactions), the name of the currency in parentheses, and the date on which the general ledger batch was created.
Anchor pgfId-1033297 pgfId-1033297 Creating the Batches RecordAnchor pgfId-1033300 pgfId-1033300
Anchor pgfId-1016241 pgfId-1016241 - The system automatically defaults the GL batch name to include both the name of the general ledger batch type (Orders, Payments, or Scheduled Transactions), the name of the currency in parentheses, and the date on which the general ledger batch was created.
- The wizard displays the set of Batches records it created. Double-click on a record to export the batch's information to a file that can be imported into your organization's accounting system.
pgfId-1037012 pgfId-1037012 Anchor - If you choose not to export the file at this time, you can always export the file later by opening the appropriate record in the Batches service.
Anchor pgfId-1037024 pgfId-1037024 - See Exporting General Ledger Batch Information for more information on creating a batch export file.
Anchor pgfId-1037027 pgfId-1037027
- If you choose not to export the file at this time, you can always export the file later by opening the appropriate record in the Batches service.
- When finished, click OK to close the wizard.