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Fees Postings can entered within the Fees Ledger within a batch. A batch is a container used to group postings together. For example, similar types of postings, such as invoices.
To use batches ensure that the batches option is ticked within the Fees ledger option, Fees posting tab. Once this has been enable the batches will be available through posting | batches.
To start using batches a batch must first be created. A batch description (such as January invoices) and the expected totals can be added to the batch. Click here for the help topic for creating a batch.
Once the batch has been created it will have a status of open. Click here for further details of Batch Status. Fees Postings can be entered into the batch and will be recorded on the Fees Ledger.
If a posting has been entered incorrectly into a batch it can be deleted. Click here for the help topic for deleting items within a batch.
Once the required postings have been entered the batch can then be closed. Closing a batch will prevent any further postings from being entered into the batch. Batches must be closed so that Fees Periods can be closed and so that Fees Documents (invoices and credit notes) can be updated to the Time Ledger.
Click here for a list of advantages and disadvantages of posting batches and adhoc posting.
Period
Every batch created is placed into a fees period. For example, batch 1 could be placed into 2003/10. The fees postings entered within the batch are placed within this period. For example, an invoice placed into 2003/3.
Number
Batches are automatically numbered as they are created, for identification purposes. For example, No. 1. The numbering of batches resets on a period by period basis. For example, period 2002/2 could contain batches 1-6 and period 2003/2 could contain batches 1-13.
Description
A description can be added to the batch when it is created. For example, January invoices. This can be used to describe the purpose of the batch. For example, the postings the batch contains, or the month of the year etc.
Batch Totals
The status of a batch is defined by the actual totals and the expected total of postings. The totals for a batch are split between credit and debit postings. Debit postings include invoices, refunds and Misc debits, and credit postings include receipts, credit notes, write offs and Misc. debits.
The actual totals
or the batch figure displays the total of postings that have been entered into the batch. For example, £3000 of invoices posted into a batch will appear within the actual total field. If a further £2800 of receipts are posted this will show with the credit field, and give an actual total of the batch of £200.
The expected totals
can be set as a batch is created to anticipate the values of postings that are going to be entered into a batch. For example, it may be expected for £3000 of invoices to be entered into the January batch.
As items are posted into a batch the expectation of the batch totals may change. For example, fewer receipts were received than anticipated. The expected totals can be modified to account for this. Click here for the help topic for changing batch totals.
The actual and expected totals must be the same to close a batch. For example, if the actual debit postings are £3000 then the expected debit amount must be £3000 This often involves adjusting the batch totals when the batch is closed. Click here for further information on closing a batch.
Batch Status
A batch can have a status of either open or closed.
As a batch is created it is automatically given a status of open. An open batch is available to make fees ledger postings into. For example, post invoices, receipts, credit notes etc.
Once a batch has been closed no further postings can be entered into it. A batch must be closed so that the Fees Ledger period can be closed, or any invoices or credit notes can be updated to affect the time ledger
Click here for a list of advantages and disadvantages of posting into a batch or adhoc posting.
Creating a batch
Closing a batch
Batch Totals
Adhoc or Batches
Deleting postings
Batch Summary