Exporting Batches

• To export a batch, it must be Closed, it cannot have been previously exported (if a batch has been exported it will have an 'Exported' date displayed on the Batch Control screen) and it must not be ticked "Not for Export".
   (This box is tacked if this batch is not to be exported. This will happen where there are memorandums such as disbursements or job adjustments that you do not want to replicate in the Financials.)

• Select the batches you wish to export e.g. AP Invoices. With the filtered list displayed on screen

• Print a Batch List. This listing gives totals by batch number, with a total of all the batches being exported. It is a useful audit report when a number of batches are being exported at once.

• Before exporting any batch, ensure that you have printed a Batch Edit List - the Print Batch button.

• Clicking on the Export button on the Batch Control screen will export the displayed batches.

The process which follows will depend on the financial software being used. Some exports update the financial software on line; others create a data file or load into a transfer database which is then imported into the financial software.

• A batch can be re-exported by removing the 'Exported' date for that batch. Note that this should ONLY be done when the previous export has been confirmed as unsuccessful (e.g. an export file was deleted by mistake by the user). The user must ensure that re-exporting will not result in duplicate data in the financials

• 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.

The Batch Edit List provides a General Ledger Analysis for the batch.