Help:GL1-Batch Control
This window will display all of the batches (journals) recorded in each of the financial modules of the IBS system, starting with the batch most recently recorded. A new batch number is automatically assigned to every posting session and each entry in that posting session is automatically assigned a sequence number. This batch/sequence number combination is part of the audit trail in the General Ledger Detail History File, the Job Cost Detail File, the Commission Detail File and the Vehicle Profitability Detail File. It provides an absolute link between the person who entered the data, the date and time on which the data was entered, the source journal into which the entry was made, and the general ledger accounts to which this entry was posted.
Each batch should be printed and kept in your files as a hard copy of what has been processed in the system. This hard copy of the batches will provide an absolute and necessary backup to your financial postings which can be used to trace any entry or as a manual backup in case your computer hardware should fail. There are two methods of printing these batches, as explained below:
1. If your G/L Standard Settings File is set to directly post all journals to the general ledger files (Auto-Post method), then you will have to print each batch individually in this Batch Control File. Simply highlight the batch you wish to print in the Batch Control File window and then press the [Print] button to print that batch.
2. If your G/L Standard Settings File is set to not directly post all journals to the general ledger files (Manual-Post method), then you can print the batches during the Post Journals process. The Post Journals process (found on the Transactions Pull-Down Menu) will print a report of each batch as it is posted (as long as you do not override the Print Report default by removing the check mark). The batches are printed from the specific journal that was created by each batch. Please note that batches printed during the Post Journals process are printed continuously with no page breaks between the individual batches, thereby using less paper.
The IBS system knows which batches have been printed and which have not been printed. An "X" in the column titled Printed indicates that the batch has been printed. Please note, however, that this "X" will appear even if you only print this batch to the screen but do not print it to a printer.
The IBS system also knows which batches have been posted to the General Ledger Detail History File (GL1D04) and to the Fiscal Year YTD Amounts File (GL1D02). An "X" in the column titled Posted indicates that the batch has been posted to this general ledger files.
[ View ] This button is used to view the highlighted batch (journal). There are eleven different types of source journals in the IBS Accounting System:
1 - Journal Entry Journal (Journal Entries recorded in General Ledger Manager)
2 - Accounts Payable Purchases Journal (Invoices recorded in Accounts Payable)
3 - Accounts Payable Checks Journal (Checks recorded in Accounts Payable)
4 - Manual Checks Journal (Checks recorded in Bank Manager)
5 - Bank Deposits Journal (Deposits recorded in Bank Manager)
6 - Bank Adjustments Journal (Adjustments recorded in Bank Manager)
7 - Accounts Receivable Billing Sales Journal (Billing recorded in Accounts Receivable)
8 - Accounts Receivable Cash Applied Journal (Cash recorded in Accounts Receivable)
9 - Payroll Accrual Journal (Payroll wages recorded in Payroll Manager)
10 - Payroll Checks Journal (Checks recorded in Payroll Manager)
11 - Storage Billing Journal (Billing recorded in Storage Manager)
Each of these journals has its own specific viewing window. Any previous journal can be viewed as long as the information remains in the respective journal. Each journal is maintained by the IBS Module which generated the journal.
[ Print ] Press this button to print a listing of the highlighted batch. Each type of source journal has its own listing. Any previous journal can be printed as long as the information remains in the respective journal. Each journal is maintained by the IBS module which generated the journal.
[ Close ] Press this button to close this window and return to the previous window.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
