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Batch transaction processing (Purchase Ledger)

About batch transaction processing

Use batch processing to process many transactions at the same time. You enter several similar transactions together in a list and then post them to the ledger simultaneously, instead of posting individual transactions, one at a time.

You can use batches to enter:

• Invoices.
• Credit notes.
• Receipts.
• Opening balances.

A batch can only contain one type of transaction at one time. You can enter a mix of foreign currency and base currency transactions.

There are two levels of batch processing in Sage 200:

• Batched Transactions (Manager).

  This allows you to process any batch regardless of who has created it.

  To prevent Sage 200 users having access to the Batched Transactions Manager, you must remove the feature from the user's role in System Administration.

• Batched Transactions.

  This allows you to only process those batches that you have created (under your Sage 200 logon).

Outcomes

If you commit a batch, this:

• Checks that the total number and value of the transactions entered matches the batch header.
• Posts all the transactions to the purchase ledger.

Before you begin

• You must have selected Allow Batch Processing in the Purchase Ledger settings Processing tab.

To process a batch

Open: Purchase Ledger > Enter Transactions > Batched Transactions or

Open: Purchase Ledger > Enter Transactions > Batched Transactions Manager.

If you are using the Batched Transactions Manager you will be able to add transactions to any batch, and edit, delete or commit batches and batch transactions created by anyone.

1. Create a batch header.

   1. Click New in the Batch headers section.

   2. Enter the details of the batch:

      Batch Title	Enter a description of the batch.
      Batch type	Select the type of transactions from the drop-down list. All transactions in the batch must be the same type.
      Number of entries	Enter the expected number of transactions.
      Batch total	Enter the expected total values of the transactions.

   3. Click OK.

      You are returned to the Batch Transactions window. The details that you have entered can be seen in the top half of the Batch Transactions window.

2. Enter the details for each transaction in a batch.

   1. Select the batch from the list of headers.
   2. In the Batch transactions section of the window, click Add.

   Depending on the transaction type you have selected, the relevant window is displayed. Enter the details of each transaction. This is the same as entering the following transactions:

   • Invoice.
   • Credit Note.
   • Payment.
   • Receipt.
   • Invoice Opening Balance.
   • Credit Note Opening Balance.

   You cannot allocate receipts or payments when entering Batched Transactions. You must use the Allocate option.

   3. Click Close once you have finished entering transactions. The transaction details are added to the bottom half of the window.
3. Print the details of any transactions held in the batch (optional).
4. If required, and the batch has not been committed to the Purchase Ledger, you can edit batches and their transactions.

   When you edit a batch header, you must make sure that the expected number of transactions and their total value, matches the values for all transactions in the list. You can also change the batch title.

   1. To edit the batch header, select the batch from the Batch headers list and click Edit.
   2. To edit the transaction details:
   • Select the transactions from the Batch transaction for ... list and click Edit.
5. If required, and the batch has not been committed to the Purchase Ledger, you can delete batches and their transactions.

   If you delete a whole batch, this deletes the batch header and all the transactions in the batch.

   If you delete transactions from a batch, you must make sure that the remaining transactions and their total value matchs the values in the header for the batch.

   1. To delete the batch header and all transactions in the batch, select the batch from the Batch headers list, and click Delete.

   2. To delete a transaction from within a batch:
      • Select the batch from the Batch headers list.
      • Select the transaction from the Batch Transactions for ... list, and click Delete.
6. Commit a batch

   1. Select the completed batch from the list of batch headers.

   2. To post all the transactions in the batch to the Purchase Ledger, click Commit.

      The number of expected transactions and their combined values is checked against the actual transactions in the list. If the values do not match the batch is not committed.

      To resolve this, you can either edit the transactions in the batch list on an individual basis, or edit the total values you specified for the batch.