Batches

Batches control the entry of transactions if the value and quantity (if applicable) of the transactions to be entered is known before entering them. Batches check that the transactions entered equal the value that was expected to be entered. Greentree Desktop indicates there is an discrepancy when you try to exit the transaction form. You can review what is entered and check it for accuracy.

You can use batches with:

The option to use batches is available on the Module Control form for Greentree Desktop modules that support batches. You can also select the Use batch date as posting date option when Use batches is selected. If you select this option, Greentree Desktop sets the transaction posting date to the date entered in the transaction batch header.

Transaction Batch Header

When you select the Use batches option for a module, each time you access a transaction entry form, a batch header form displays. You must enter a system unique manual batch number up to six characters.

When you enter a batch number, the description populates with Batch: xxx if xxx is the batch number. You can change the description.

Where applicable, the Branch displays on the batch header form, and this is populated with the module default branch, identified on the Module Control form. You can select a different branch if required

The User field is pre-populated in read-only format with the name of the user who is logged in when the batch is entered. The Date is the current date, but you can change it. If the Module Control option Use batch date as posting date is selected, this date is set to the posting date for all transactions in the batch.

Enter the total value of the transactions expected to be entered into the Value Entered field, and the total quantity to be entered (this applies to the IN and PO modules only) in the Quantity Entered field. When the transactions have been entered and you close the form, Greentree Desktop calculates the total value and quantity of the transactions entered, and compares it to the values entered here. If there is a discrepancy, the batch header displays with a message (in red) to indicate the difference.

Note: Values and quantities are assumed to be positive so if you are entering a batch for inventory transactions which includes both positive and negative adjustments, the values and quantities associated with the negative adjustments should be entered as positive values in the batch header.

For example, if a batch includes a positive adjustment for a quantity of 1 and a value of $100, and a negative adjustment for a quantity of 1 and a value of $100, the values entered in the batch header should be $200 and 2.

If there is no difference between the expected values and the values, both the Transaction Entry form and the Batch Entry form close.

You can recall batches from the batch header form to view and/or edit transactions.

Exception

The process for entering journal transactions is unique in that the total of a journal should always equal zero; total debits equals total credits. The batch header for journal transactions uses total debits as the accuracy measure, rather than a full transaction total.

Enter the expected value of debits into the batch total before entering the journals. This is the value that are compared to transactions actually entered when Greentree Desktop is determining whether a difference exists.

Note: If you do not select the Use batches option on the Module Control form, transaction values are not verified. Greentree Desktop assigns a batch number when transactions are entered, and you don't need to enter any batch header information.

When batches are in use, you can use the Close Batches form to close batches, which prevents users from subsequently editing transactions within selected batches.

• Auto Generate Batches Tab
• Close Batches