Adding, Maintaining and Posting a Batch Record
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The JV Batch Posting Summary window lets you add, change and delete batch records. Using the JV Batch Posting Summary window, you can:
- Copy existing batch posting information to a new batch.
- Copy journal voucher entries from one batch to another batch.
- Support a one-time run or multiple runs based on a frequency defined for the batch.
- Schedule a recurring batch of entries to post automatically in the back-office cycle without user intervention or in the back-office cycle with user intervention.
- Reverse a previously posted batch.
- Schedule a batch to post in the future or post a batch online, real time.
- Assign an interbranch and online clearing GL to a batch.
- Assign an owning teller and branch to a batch.
To open the JV Batch Posting Summary - New window and add a new batch record, click General Ledger within the Accounting menu on the Portico Explorer Bar. On the General Ledger menu bar, click Journal Vouchers, then click New JV Batch. Enter the name of the new journal batch in the Batch Name field.
To open the JV Batch Posting Summary window for an existing batch record, click General Ledger within the Accounting menu on the Portico Explorer Bar. On the General Ledger menu bar, click Journal Vouchers, then click JV Batch Posting Summary.
How do I? and Field Help
To view the batch record for a specific batch, enter the batch name in the Batch Name field and click the green arrow. A space may be included in the batch name; however, a keyword will be required to display the batch when using transaction command line input. For example: 707 TN BATCHNAME or 707 TN;BN BATCH NAME. Length: 17 alphanumeric / Keyword: BN Click the left and right arrow to scroll through the batch records.
To view a previously posted batch as it appeared at the time of posting, select the Display History check box. Then click the down arrow to select a date from the calendar or enter the date in MM/DD/YYYY format. Portico will use this date to display the batch with a posting date greater than or equal to the date entered. Batch history is stored for 30 days. Click the left and right arrow to scroll through the batch history. To display an unposted batch, this field must be blank. Keyword: DH for check box and HD for date
The status of the batch appears in the Status field (Keyword: ST). The valid status options are:
- In Setup- The batch is being edited or is not scheduled to post.
- Auto Scheduled - The batch has been automatically scheduled to post in the next back-office cycle. The batch will be rescheduled based on the frequency specified.
- No Details - The batch has no general ledger entries defined.
- Posted - The batch has been successfully posted.
- Error - A processing error prevented the batch from being posted in the back-office cycle. No entries have been posted. All exceptions are explained on the 707 Report.
- Incomplete - Some of the general ledger entries associated with the batch were not successfully posted online.
- Posting - The batch is currently being posted online real time.
- Not Scheduled - The user must schedule the batch for posting.
- Scheduled - The batch will post in the back-office cycle of the post date specified.
- Verified - The batch has been successfully checked to ensure all entry amounts are greater than zero and debits equal credits.
To maintain batch information, complete the following steps
- In the Posting Information group box, select the Scheduled to Post check box to schedule the batch to post on the specified post date (Keyword: SF). After a batch is posted, select the Scheduled to Reverse check box to schedule the batch to reverse on the specified post date.
- If desired, select the Auto Post check box to automatically post the batch in the back-office cycle without any user intervention (Keyword: AP). If a batch is scheduled to automatically post, when the date in the End Date field is reached, the batch will be removed from Portico that night in the back-office cycle.
- Click the Post Date down arrow to select the date when the batch posting will occur from the calendar or enter the date in MM/DD/YYYY format (Keyword: PD). The post date can be a future date, but cannot be a date prior to the current processing date.
- Click the Effective Date down arrow to select the effective date for each journal voucher in the batch from the calendar or enter the date in MM/DD/YYYY format (Keyword: ED). The effective date cannot be a date after the post date.
- Click the End Date down arrow to select the last date the batch will be posted from the calendar or enter the date in MM/DD/YYYY format (Keyword: EE). The end date cannot be a date prior to the post date. The end date will default to the post date if you do not provide a date and the frequency is a one-time request. If the frequency is not a one-time request, the end date will default to 12/31/9999. If there is no expiration date, select the No Expiration check box.
- Click the Frequency down arrow to select the frequency (Keyword: PF). The valid frequencies are:
- In the Batch Options group box, select the Print receipt for online posting check box to print a receipt for the online batch posting (Keyword: PX). If the Receipt check box is selected, but a receipt printer is not defined on the Print Profile dialog box, the system will not print a receipt. The Receipts field on the Credit Union Profile - Print tab must specify one of the following options:
- E - Standard continuous-form receipt format. The effective date prints on the receipt.
- B - Same as option E except the business date prints on the receipt.
- C - Alternate format for continuous-form and document-insert receipts. Both the business and effective dates print on the receipt.
- D - Same as option C. Both the business and effective dates print on the receipt.
- P - Same as option D. Except the envelope information prints before the receipt.
- Enter the teller associated with the batch in the Owning Teller field (Length: 2 alphanumeric / Keyword: OT). When adding a new batch, the owning teller will default to the teller adding the batch. The owning teller can be used to sort batches on the 707 Report.
- Enter the branch associated with the owning teller in the Owning Branch field (Length: 3 numeric / Keyword: OB). When adding a new batch, the owning branch will default to the branch of the teller adding the batch.
- In the I/B Clearing Account field, enter the general ledger account to use for moving funds from one branch to another (Length: 6 numeric / Keyword: IG). If left blank, Portico will use the general ledger account specified in the Expanded JV Options section on the Credit Union Profile – Accounting tab (recommended).
- In the O/L Clearing Account field, enter the general ledger account to use for posting batches online (Length: 6 numeric / Keyword: OG). Online posts 14 entries at a time offsetting the debit or credit to the online clearing general ledger account. If left blank, Portico will use the general ledger account specified in the Expanded JV Options section on the Credit Union Profile – Accounting tab (recommended).
- Click the Reference ID down arrow to select if a reference ID can be entered or will be required for general ledger entries in the batch (Keyword: RF). The valid values are: R - Required, N - Not Used, or Y - Allowed. The Use Reference Field in Description check box in the Expanded JV Options section on the Credit Union Profile - Accounting tab determines if the reference ID will become part of the JV description.
- In the Batch Description field, enter a description of the batch (Length: 24 alphanumeric / Keyword: BD). The batch description will appear on the 707 Report.
- Click Save to save the batch.
A - Annually
B - Bi-weekly
D - Daily (7 days a week)
5 - Daily (5 days a week)
E - Semi-monthly
K - One time request, batch retained for future use
L - Monthly (Last day of each month)
M - Monthly
Q - Quarterly
R - One time request, batch not retained after successful completion
S - Semi-annually
W - Weekly
To copy batch information and journal voucher entries from an existing batch to a new batch or existing batch, complete the following information in the Copy From group box.
To post the batch online, click Post Batch Online. Portico recommends that large batches be scheduled to post in the back-office cycle. Posting a large batch online will require longer response time than normal transactions. When posting a batch, Portico will use the teller ID for up to 5 minutes depending on the number of entries in the batch. A batch can only be posted one time per day when posted online. Once a batch has posted online, it may not be re-posted online the same day unless the posted batch has been reversed. A batch may not be reversed unless it has been posted. When an online batch is partially posted, the Status field displays Incomplete, and no maintenance will be allowed. The incomplete batch must be reversed or re-posted online using the online posting and online reversal procedures outlined previously.
The Posting Statistics group box displays information regard when the batch was modified and posted
To reverse a posted batch in the back-office cycle, select the Schedule to Reverse check box. To reverse a posted batch online, click Reverse Batch Online. No maintenance is allowed on a reversal batch. A reversal batch will post on the current day using the original effective date. If the original effective date is two months in the past, the reversal will not be allowed. In this situation, you can create and post a new batch by copying the details from the original batch and swapping the debits and credits by clicking the Swap Dr/Cr on the JV Batch Details window.
To delete a batch, click Delete Batch.
Click the batch details icon button to open the JV Batch Details window and add, change and delete GL entries for a selected batch.
Click the batch totals icon button to open the JV Batch Totals window and view the branch totals for a selected batch, including the interbranch clearing GL amount for a selected batch.
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- Journal Voucher Register Report 707 produces each time batch activities occurs. Journal batch exceptions appear on an online short report for your review in the morning. The report also displays successful batch postings.
- Non-Financial Journal Voucher Register Report 708 displays all non-financial activity occurring on the JV Batch Posting Summary window.
Portico Host: 707