GL Batch Review

The GL Batches report allows you to search for a set of GL Batches based on specified criteria. With these results, you can print listings with header or transaction detail, view and edit narratives, view transactions, copy or reverse a batch, insert missing batch headers, recalculate header totals etc.

Viewing GL Batches

Transactions > General Ledger > GL Batch Review

If this menu option is not available, it must be added to the menu using the Menu Designer - Setup > Setup Menu or use the EXO Business Configuration Assistant.

Specify the criteria for your search on the General (search) page of the window. The more detail entered in these search options, the more refined your search result will be.

Select the options from the Search list and click this Search button. The transactions that meet the specified criteria are displayed on the window.

Search Field Definitions

Item	Description
Batch To	The batch range to be searched.
Period To	The period range to be searched.
Date	The date range to be searched.
Amount	The amount related to the batch to be searched.
Source	The GL sources that this batch is recorded in. Clicking the ellipsis [...] opens a popup window with options to select the sources for inclusion in the search.
Printed	The print status of this batch. <All> \| Y - Yes \| N - No
Branch	The branch number to be searched.
Rec No	The branch reconciliation number to be searched
Initials	The initials of the person entering the search criteria.
Staff	The staff member number to be used in the search
Search	A click v if you want to display the Search list and select options. Tip: As you enter details in each field, the scope of the search is narrowed. If all the search fields are left blank, the search results bring up a list of all batches. You receive the same result (list of all batches) if fields are set to the default option <All>.
Field Headings
Batch No	The batch number of the listed batch.
Date	The date the last transaction in the batch was posted.
Pd	The period of the transaction
Br	The branch number where the transaction has been posted.
Src	The GL source that this batch is recorded in
Initials	The person who posted the transaction
Staff	The staff member who posted the transaction.
Reference	The reference for the batch of transactions.
Auto Rev	The transaction reversal status for the next rollover. Y - Yes \| N - No
Printed	The print status of this batch. Y - Yes \| N - No
Debit	The sum of the debit transactions in the batch.
Credit	The sum of the credit transactions in the batch.
FC Credit	The Foreign Currency Credit amount. This is available only if the batch contains foreign currency transactions.
FC Debit	The Foreign Currency debit amount. This is available only if the batch contains foreign currency transactions.
Reversed in	The batch number where the reversal of a transaction has taken place
Reversed of	The batch number where a transaction has been reversed.
Copied from	The number of the original batch, if this is a copy.

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If you have further details for the transaction you wish to locate, you can refine the list of transactions that are displayed on the General page. Click the Advanced tab on the window.
Type the information you have in the relevant field.
Select the options from the Search list and click the Search button. The transactions displayed now are related to your advanced search criteria.
Click Print to print the list of batches. The Print GL Batch Listing box is displayed.

Search List and Button

The Search button on the GL Batches window has a dual function. When you click it, it displays a list with search criteria and is also a search button. After you have selected the option on the list, the system begins the search. Once the search is complete, the batches that match the search criteria are displayed on the window.

Searching by Header asks the system to locate a batch from the Batch Header Record in the GL Batch table. The system takes the search criteria that you have specified and matches them with data available in the GL Batch table. Criteria as Narrative (Advanced tab) can only be located in the GL Batch table while others as Batch, Period or Source(s) are available in both Header and Transactions.

When searching by Transactions, the system looks for a batch from the GL Trans table. The search criteria that you have specified are matched against the data in the GL Trans table. Criteria as Details can only be located in the GL Trans table, while others as Date, Period or Source(s) can be located in both GL Batch and GL Trans table.

If you click Both, the system gives you a list of all batches that meet the search criteria from either the GL Batch table or the GL Trans table. This can include batches outside your specified search range. For example, your period range may be limited from June to November 2000, but the system locates batches that relate to both Header and Transactions criteria and may display batches out of the specified date range.

The options on the search list appear in the order of their search times. Of the three options, Header displays a list of batches in the shortest time frame while Transactions takes a longer period. Both involves a larger search and thus requires the longest time frame.

Note: The Search button also acts as a refresh button that you can click to reset your search options, after you have made any changes such as copying a batch, after changing the criteria in your search list (searching batches based on criteria in the Advanced page) or returning to the General page to search again for the previously displayed list.

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Select GL Sources

One of the factors involved in the selection criteria for the GL Batches is the transaction source. If you know the feature, function or ledger that this transaction has been created by, you can click the 'ellipsis' [...] button next to the Source(s) field. This displays the Select GL Source(s) window.

You can select one or more options in the displayed list, or if the name does not appear on the list the name can be typed in the Other field. Clicking the Clear All button allows you to deselect options while Select All quickly selects all available options on the list.

Utilities Menu / Toolbar

The Utilities menu on the GL Batches window contains functions related to the batches. You can also right-click a batch line to bring up a popup version of this menu.

GL Trans Entry - Provides a shortcut to the GL Transaction Entry window.
Insert Missing - Looks for any missing GL Batch Header and inserts the missing header.
Copy - Copies the selected batch. You can edit the batch details in the GL Transaction Entry window.
Recalculate - Recalculates the debits and credits (Debit, Credit, FC Debit, FC Credit) transactions in the batch, based on the GL transaction records for that batch.
Reverse - Takes all the transactions from the batch and reverses the Debits and Credits.
Reference - Opens a window with an option to edit the reference text for the selected grid item.
View - Displays the transactions for the selected batch.
SQL - Brings up the SQL form that allows you to view or copy the SQL statement.

Popup Menu

The popup menu can be accessed by right clicking anywhere in the grid. The commands available on this popup replicate those on the Utilities menu.

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Print Options

When printing the GL Batch Listing, you have a range of options to choose from.

Transactions > General Ledger> GL Batch Review > File > Print

Print > GL Batch List - Prints the Batch List based on the specified search criteria.

If you choose Show > Header Detail, the printed copy contains the GL Batches displayed on the window with fields from the GL Batch table.
If you choose Show > Transactions and Narrative, the printed copy provides the name of the batch and all the transactions it contains with fields from the GL Trans table.

Print > Selected GL Batch - Prints the selected batch.

If you choose Show > Header Detail, the printed copy contains the selected batch line with fields from the GL Batch table.
If you choose Show > Transactions and Narrative, the printed copy contains all transactions related to the batch line with fields from the GL Trans table.

Show > Header Details - Prints the batch header detail with the fields form the GL Batch table.

Show > Transactions and Narrative - Prints the transactions and narrative with fields from the GL Trans table.

Display Search Criteria - Checking this option prints the search criteria that you have entered on the window. This option is available only with the following:

Print > GL Batch List and Show > Header Detail
Print > GL Batch List and Show > Transactions and Narrative

Print Next Batch on New Page

Prints each batch of transactions on a new page. This option is available only with the following:

Print > GL Batch List and Show > Transactions and Narrative

Advanced Search Tab

Item	Description
Reference	The description of the batch.
Details	The details of the batch, as listed in the GL Transactions window.
Chq No	The cheque number
Inv No	The invoice number included in the GL Transactions.
Auto Rev	The transaction reversal status of the batch. <All> \| Y - Yes \| N - No
Include Related	The batches where another batch is related to the batch found in the search, e.g. Reversed in and Reversed of
Search	Click to display the Search list and select options