Application Wide

New Batch Window

Summary

The New Batch window is used to select or generate the batch number of a new batch.

The New Batch window will open when you select New from the batch number drop-down menu at the top of any process palette. For example, if you would like to generate a new CR module Cash Receipts batch, open the Cash Receipts palette. The drop-down menu at the top of the palette will display the batch number of all batches that have not been committed. You can either select an open batch from the drop-down menu or select New to create a new batch. Creating a new batch will not affect the transactions in another batch, so you can create as many batches as you would like in a single process.

Specific users or user groups can be prevented from creating a new batch by assigning the appropriate security settings to that user or user group on the Maintain Menu Security window (SS> Security> Menu Security). Click here for information on Menu Security Maintenance.

Creating a new batch will open the New Batch window. When a batch is created, it is assigned a batch number that has three parts: batch number, batch month, and batch year. The batch month and year default to the current calendar period and year when the batch is being created. In most processes, the batch month and year are used for reference only and do not affect the fiscal year and period of the journal entry created by the process. In a few processes, the batch month and batch year have a function. See the help documents for a specific process to determine if the batch month and batch year affect the process.

The batch number is a sequential number that must be unique to the batch during a given batch month and batch year. This number refers to a specific batch within a certain batch month and batch year. The New Batch window can be used to automatically generate the batch number or manually enter the batch number.

Click here for information on User Group Maintenance.

Step by Step

Open the New Batch window by selecting New from a batch number drop-down menu at the top of a process palette.
- If your organization utilizes enhanced batch security (SS> Utilities> Setup> System tab> Use enhanced batch security toggle), you can enter a common, easily recognizable name for the batch and specify which user group will have access to the batch. Both of these fields are optional. Click here for information on the System Setup window.
  - Enter a common name for the batch in the Name field. This name will appear next to the batch number on the My Batches window. This will allow you to recognize particular batches without relying on batch numbers. Click here for information on the My Batches window.
  - Use the Group Security drop-down menu if you would like to limit access to this batch to a particular user group. User groups are created and maintained on the User Group Maintenance window (SS> Security> User Group). Click here for information on User Group Maintenance.
    - The Name and Group Security fields will automatically populate with the details specified the last time the current user created a new batch for the same process.
Enter a Batch Month and Batch Year. These fields will default to the current calendar period and calendar year and are generally for reference purposes only. The fiscal period and fiscal year of the journal entry created by a process is usually set up during the GL Distribution step.

An exception to this is the Computer Checks process in the Payroll module (PR> Computer Checks). The Batch Month and Batch Year will determine the calendar year of the payroll checks generated in the batch.

Enter a Batch Number or click the Generate icon to create a batch using the next available batch number.

The batch number is used to identify a specific batch within a batch month and batch year. They are limited to five digits and must be unique with the batch month of the batch year.

Press ENTER when complete to create the new batch.