To Add Documents to a Document Batch

You can create a batch of documents by using the Journal Vouchers (GL304000) form. On this form, you can quickly enter miscellaneous documents.

For each document type (as determined by the transaction code), you enter only the required information, by summary or with row details, if needed. When you release the batch, the actual documents in the Accounts Payable, Accounts Receivable, and Cash Management subledgers are generated and released automatically (the documents correspond to the rows you enter on the Transactions tab of the Journal Vouchers form).

Before You Proceed

Make sure that the necessary codes have been defined on the Voucher Entry Codes (GL106000) form. You can enter your own codes, as described in To Add Documents to a Document Batch, or upload the Voucher Entry Codes file, which contains the MYOB Acumatica predefined transaction codes.

To Create a Document Batch

  1. Open the Journal Vouchers (GL304000) form.
    Tip: To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New right of the title.
  2. On the table toolbar, click Add Row.
  3. Make sure that the date specified in the Transaction Date box is correct. If it is not, enter the correct date.
  4. In the Branch box, select the branch with which the documents are associated.
  5. If needed, in the Description box, type a description for the batch.
  6. Click Save.
  7. On the Transactions tab, click Add Row to add a new row to the table. Add documents to the batch.
  8. If the Control Total box appears in the Summary area, enter the amount, which is equal to the credit and debit total.
  9. On the form toolbar, click Save.

You can release a batch that has a status of Balanced. Releasing the batch causes the system to generate and release the actual documents in the respective modules.

To Add an Accounts Payable or Accounts Receivable Document to the Batch

  1. Open the Journal Vouchers (GL304000) form.
  2. In the Batch Number box, select the batch to which you want to add a document.
  3. On the Transactions tab, perform the following steps for each document you want to add:
    1. On the table toolbar, click Add Row.
    2. In the Tran. Code column, select the transaction code for the accounts payable or accounts receivable document you want to add.
    3. Check the date in the Transaction Date column, and change it if necessary.
    4. In the Customer/Vendor column, select the vendor or customer shown on the original document.
    5. In the Ext. Ref. Number column, enter the reference number of the document used by the vendor or customer.
    6. In the Total Amount column, enter the total amount of the document.
    7. If needed, provide the tax category and the tax zone in the Tax Category and Tax Zone column respectively.
    8. If needed, in the Transaction Description column, type a brief description of the document.
    9. If you want to enter the document with details, select the Split check box, and do the following for each line item:
      1. On the table toolbar, click Add Row. The new row has the same reference number as the bill header row.
      2. In the Total Amount column, specify the line amount.
      3. Specify the credit or debit account and a corresponding subaccount for the line, depending on the document type, if they are different from the default ones.
    10. Make sure that the document is balanced and its total credits equal total debits.
    11. If the Control Total box appears in the Summary area, enter the amount, which is equal to the credit and debit total.
  4. On the form toolbar, click Save.

To Add a Cash Adjustment to the Batch

  1. Open the Journal Vouchers (GL304000) form.
  2. In the Batch Number box, select the batch to which you want to add a cash entry.
  3. On the Transactions tab, perform the following steps for each cash entry you want to add:
    1. On the table toolbar, click Add Row.
    2. In the Tran. Code column, select the transaction code of the cash transaction you want to add.
    3. Check the date in the Transaction Date column, and change it, if needed.
    4. In the Entry Type ID column, specify the entry type of the cash transaction.
    5. In the Ext. Ref. Number column, enter the reference number shown on the external document.
    6. Enter the Total Amount of the cash transaction.
    7. If needed, in the Transaction Description column, type a brief description of the cash transaction.
    8. If you want to enter the cash transaction without details (by its summary), specify both the Credit Account and Debit Account (with corresponding subaccounts, if needed).
    9. If you want to enter the document with details, select the Split check box, and do the following for each line item of the document:
      1. Click Add Row on the table toolbar. The new row has the same reference number as the transaction's header row.
      2. In the Total Amount column, specify the line amount.
      3. Specify the credit or debit account and a corresponding subaccount for the line, depending on the entry type (expense or disbursement).
    10. Make sure that the document is balanced and its total credits equal total debits.
    11. If the Control Total box appears in the Summary area, enter the amount, which is equal to the credit and debit total.
  4. On the form toolbar, click Save.

To Add a Batch of Journal Transactions to the Document Batch

Note: By using the quick entry form, you can add only transactions that have at least one entry (debit or credit) with the amount equal to the transaction total.
  1. Open the Journal Vouchers (GL304000) form.
  2. In the Batch Number box, select the batch to which you want to add a general ledger entry.
  3. On the Transactions tab, perform the following steps for each general ledger entry you want to add:
    1. On the table toolbar, click Add Row.
    2. In the Tran. Code column, select the transaction code for the journal transaction you want to add.
    3. In the Transaction Date column, check the date, and change it if necessary.
    4. In the Ext. Ref. Number column, enter the reference number shown on the external document.
      Note: The length of this number must not exceed 15 characters, otherwise the system displays an error message and the journal voucher will not be released.
    5. Enter the Total Amount of the batch.
    6. If needed, in the Transaction Description column, type a brief description of the general ledger transaction.
    7. If the batch includes only two journal entries, specify both the Credit Account and Debit Account (with corresponding subaccounts).
    8. If the batch has split entries, select the Split check box, and do the following for each split journal entry:
      1. On the table toolbar, click Add Row.
      2. In the Total Amount column, specify the entry amount.
      3. Specify the appropriate credit or debit account and subaccount for the journal entry.
  4. On the form toolbar, click Save.