Batches are created for Workbench transactions in the following manner:
Batch Type | Batching Process | Financial Transaction | Transaction Type |
AP Invoice | On data entry | AP Invoice | 2 |
AP Credit | On data entry | AP Credit | 2 |
Subcontractors Claim | Batch Approved Subcontractors Claim | AP Invoice | 2 |
AR Invoice | Auto batch or Batch Job Invoices | AR Invoice | 7 |
AR Credit | Auto batch or Batch Job Invoices | AR Credit | 7 |
AR Receipt | On data entry | AR Receipt | 7 |
AR Internal | Auto batch or Batch Job Invoices | GL journal | 7 |
Timesheet | Batch Timesheets | GL journal | 1 |
Plant Issue | On data entry | GL journal | 6 |
Adjustment | On data entry | GL journal | 4 |
Disbursement | On data entry | GL journal | 3 |
Stock Issue | On data entry | GL journal | 5 |
Stock Adjustment | On data entry | GL journal | 8 |
PO Accruals | Generate Purchase Order Accruals | GL journal | 4 |
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Batch NumbersBATCH NUMBERS
The batch numbers are automatically generated by the system using the convention set up in the maintenance of the Control File.
This convention is based on any combination of LYYT where:
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We will look at entering Job Purchases as an example of batch selection.
You can select an existing batch by clicking on the batch list box and selecting a batch already created and displayed in the list.
Batch Set UpBATCH SETUP
- You can create a new batch by selecting the
at the right of the list box. - This will bring up a New Batch Set Up screen.
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Note that the period that the transaction falls into is determined by the Period not the Batch Date. Control File showing Period Ends
CONTROL FILE SHOWING PERIOD ENDS
Batch Control
Batches are controlled primarily through the Batch Control Screen. It is in this screen that you:
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Batches may be closed and exported at any time during the period. Closing Batches
CLOSING BATCHES
- Batches can be closed in the data entry screens or by checking the 'Closed' checkbox on the Batch Control screen. For Adjustment type batches, a batch can only be closed in the data entry screen, as an Adjustment batch must balance to zero before it can be closed.
- When a batch is Closed, a Batch Edit List should always be printed for that batch and filed. Batch printing can be done from the menu item 'Batch Lists', or from the button on the Batch Control screen. This printout is an essential part of the audit trail for data exported from Workbench to the financial software.
- A Closed batch can only be opened from the Batch Control screen
- Closed batches cannot be changed – when a Closed batch is displayed on screen the data is Read Only.
Exporting BatchesEXPORTING BATCHES
To export a batch, it must be Closed, and cannot have been previously exported (if a batch has been exported it will have an 'Exported' date displayed on the Batch Control screen)
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For every exported batch, the user must verify that the value of the exported batch (from the printed Batch Edit List) reconciles with the data imported into the financial software. This is an essential audit function which must be carried out for every batch. It is suggested that when this check has been done, the relevant Workbench Batch Edit List is signed off as correct.
The most common source of reconciliation questions is for batches where additional data has been entered after the Batch Edit List has been printed.
Closing Accounting PeriodsCLOSING ACCOUNTING PERIODS
Periods are closed in the 'Control Period Ends' Screen. This provides for control over the period into which transactions will be posted.
- Periods can be closed for:
'All' transactions – all batch types
'AP' transactions only
'PO' transactions only
'AR' transactions only
'Stock' transactions only
'Other' transaction only
'Forecast' transactions only
'Time' transactions only
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- It is recommended that future periods be closed to avoid posting to unintended periods resulting from incorrect date entries
Default Year DEFAULT YEAR / PeriodPERIOD
- The 'Current Period' entry on the 'General' tab in 'Control File Maintenance' is the default source of the Year / Period in report selection and enquiry screens. It does not control any period posting dates. These all come from the settings in the Period Ends tab