AR Batches

Overview

  • AR Batches
    Every transaction performed goes through a batch of processes.  

    To view AR Batches, go to the Accounting Menu and click on the AR Batches Sub-Menu. 

    Batch Transactions:


    Transactions Include: 1. Customer Orders 
    2. End of Day (closing the day, re-opening the day)
    3. End of Month (closing the month, re-opening the month) 
    4. AR Transactions 
            -> Cash Receipts 
            -> Credits 
            -> Miscellaneous Cash 
            -> Invoice Adjustments 
            -> Statements


    Batch Format:


    Batch: A unique batch reference number 
    Cutoff Date: The day end date at the time of the creation of the batch 
    Batch Date/Time: The date and time the batch was initially created
    Type: The type of batch (EOD Batch, Order Invoicing etc.) 



    Customer: The specific customer the batch pertains to if applicable  
    Order #: The specific order # the batch pertains to if applicable 
    Cycle: The cycle the batch was initially created in 
    Section: The section the batch pertains to (Accounts Receivable, Accounts Payable etc.) 



    Phase: Each batch process contains multiple phases to be completed in order for the batch to be successful and the transaction to complete.   
    Step: Each phase of a batch contains multiple steps to be completed in order for the current phase to finish and the next phase of the process to begin.  If an error occurs during one of the steps of the process, the batch will halt its proceedings, and remain in an errored state until the errors have been resolved.
    Status: The current sate the batch is in (In Progress or Complete) 
    Errors: Occur when a step in the process fails to complete.  Unresolved errors are indicated in red here, and will turn green once the issues have been resolved and the batch has been re-started to complete that step and all subsequent others.    
    Process Status: The current Phase and Step the batch is currently running 
    User: The user who performed the transaction to initiate the batch



    Batch Messages:

     
    Phase: Each batch process contains multiple phases to be completed in order for the batch to be successful and the transaction to complete.   
    Step: Each phase of a batch contains multiple steps to be completed in order for the current phase to finish and the next phase of the process to begin.  If an error occurs during one of the steps of the process, the batch will halt its proceedings, and remain in an errored state until the errors have been resolved.
    Type: Indicates the current standing of the step (Error or Status) 
    Message:  Explains the actions performed during the step 
    Date/Time: the date and time the step took place 
    User:  the user who prompted the batch to take place by performing a specific transaction 

    Note: Messages are displayed from most recent to least recent



    Batch Errors:

    When a step in a transaction's process fails to complete, its batch will indicate errors in red.  All errors generated must be resolved in order to resume the transaction's process, or in other words, re-start the batch.

EOD Batch

  • Key Information
    EOD Batches are generated every time End of Day is closed and re-opened.

  • Resolving an AR EOD Batch Error
    (1) Review and Resolve AR Batch Errors: 

    1. Go to the Accounting Menu and click on the AR Batches Sub-Menu



    2. Remove the Date and hit Enter 

    3. Locate the EOD Batch that contains errors in red and a Re-Start This Batch Icon (Circle Arrow) 



    4. Click on the Batch Messages Icon (Lightning Bolt) next to the EOD Batch in error 



    5. Review the errors preventing the end of the day from closing.  Click on the eyeball next to each error to be automatically redirected to the order/transaction in question. 

    Note:     Any open orders or transactions will prevent end of day from closing automatically during the night



    6. Resolve each error listed in the batch.     

    For Open Orders: Either invoice, cancel or forward date the order 

    For In Progress Transactions (AR Credits, AR Misc. Cash Entries, AR Cash Receipts, AR Adjustments):  Either close and post, cancel or forward date the transaction 

    7. After all errors have been resolved, go back to AR Batches and click on the Re-Start This Batch Icon to re-start the End of Day Process.  If the batch is successful, End of Day will automatically move forward, the Re-Start this Batch icon will dissapear and the red errors will turn green.



    8. Go to the Accounting Menu and Click on the End of Day Sub-Menu and confirm that End of Day has successfully moved forward 






EOM Batch

  • Key Information
    EOM Batches are generated every time End of Month is closed or re-opened.

  • Resolving an AR EOM Batch Error
    1. Go to the Accounting Menu and click on the AR Batches Sub-Menu



    2. Remove the Date and hit Enter 



    3. Locate the EOM Batch that contains errors



    4. Click on the Batch Messages Icon (Lightning Bolt) next to the EOM Batch in question and review the errors preventing the month from closing 


     
    6. Resolve each error listed in the batch.  
    Note: The day end date (eod cutoff) must be equal to the last day of the cycle before the End of the Month can occur 



    7. After all errors have been resolved, go to the Accounting Menu and click on the AR End of Month Sub-Menu.  Click Submit to push End of Month forward

AR Credit Batch

  • Resolving an AR Credit Batch Error
    1. Go to the Accounting Menu and click on the AR Batches Sub-Menu



    2. Remove the Date 



    3. Locate the AR Credit Batch that contains errors in red and a Re-Start This Batch Icon (Circle Arrow) 



    4. Click on the Batch Messages Icon (Lightning Bolt) next to the AR Credit Batch in question  



    5. Review the errors preventing the AR Credit(s) from posting 
    Note:Any open/in progress AR Credits will prevent end of day from closing automatically during the night
    Credits will only post successfully if their date matches the current cutoff date 



    6. Resolve each error listed in the batch.  Click on the eyeball next to each error to be automatically redirected to the transaction in question.   
    Note: To resolve the batch error(s), either close, cancel, or forward date the transactions in question



    7. Once all error(s) have been resolved, click on the Batches Button to return to the AR Batches Screen.  Remove the date, and Re-Start the AR Credit batch by clicking on the Re-Start This Batch Icon (Circle arrow) next to the AR Credit Batch in question





    8. The Re-Start this Batch icon will dissapear and the red errors will turn green, if the batch is successful.




AR Cash Receipts

  • Key Information
    AR Cash Receipt Batches are generated every time an AR Cash Receipt is posted.

  • Resolving an AR Cash Receipt Batch Error
    1. Go to the Accounting Menu and click on the AR Batches Sub-Menu



    2. Remove the Date 

     

    3. Locate the AR Cash Receipt Batch that contains errors in red and a Re-Start This Batch Icon (Circle Arrow) 



    4. Click on the Batch Messages Icon (Lightning Bolt) next to the AR Cash Receipt Batch in question  



    5. Review the errors preventing the AR Cash Receipt(s) from posting 
    Note:Any open/in progress AR Cash Receipts will prevent end of day from closing automatically during the night
    AR Cash Receipts will only post successfully if their date matches the current cutoff date 



    6. Resolve each error listed in the batch.  Click on the eyeball next to each error to be automatically redirected to the transaction in question.   
    Note:To resolve the batch error(s), either close, cancel, or forward date the open tranaction(s) 



    7. Once all error(s) have been resolved, click on the Batches Button to return to the AR Batches Screen.  Remove the date, and Re-Start the AR Cash Receipt batch by clicking on the Re-Start This Batch Icon (Circle arrow) next to the AR Cash Receipt Batch in question





    8. The Re-Start this Batch icon will dissapear and the red errors will turn green, if the batch is successful.

AR Adjustment Batch

  • Key Information
    AR Adjustment Batches are generated every time an AR Invoice Adjustment is posted.

  • Resolving an AR Adjustment Batch Error
    1. Go to the Accounting Menu and click on the AR Batches Sub-Menu



    2. Remove the Date 



    3. Locate the AR Adjustment Batch that contains errors in red and a Re-Start This Batch Icon (Circle Arrow) 



    4. Click on the Batch Messages Icon (Lightning Bolt) next to the AR Adjustment Batch in question  



    5. Review the errors preventing the AR Adjustment(s) from posting 
    Note:Any open/in progress AR Invoice Adjustments will prevent end of day from closing automatically during the night
    AR Invoice Adjustments will only post successfully if their date matches the current cutoff date 



    6. Resolve each error listed in the batch.  Click on the eyeball next to each error to be automatically redirected to the transaction in question.   
    Note:To resolve the batch error(s), either close, cancel, or forward date the AR Adjustment(s) 



    7. Once all error(s) have been resolved, click on the Batches Button to return to the AR Batches Screen.  Remove the date, and Re-Start the AR Adjustment batch by clicking on the Re-Start This Batch Icon (Circle arrow) next to the AR Adjustment Batch in question





    8. The Re-Start this Batch icon will dissapear and the red errors will turn green, if the batch is successful.

AR Miscellaneous Cash

  • Key Information
    AR Misc. Cash Batches are generated every time an AR Miscellaneous Cash entry is posted.

  • Resolving an AR Miscellaneous Cash Batch Error
    1. Go to the Accounting Menu and click on the AR Batches Sub-Menu



    2. Remove the Date 



    3. Locate the AR Miscellaneous Cash Batch that contains errors in red and a Re-Start This Batch Icon (Circle Arrow) 



    4. Click on the Batch Messages Icon (Lightning Bolt) next to the AR Miscellaneous Cash Batch in question  



    5. Review the errors preventing the AR Miscenllaneous Cash entrie(s) from posting 
    Note: 
    Any open/in progress AR Miscellaneous Cash entry will prevent end of day from closing automatically during the night
    AR Miscellaneous Cash entries will only post successfully if their date matches the current cutoff date 



    6. Resolve each error listed in the batch.  Click on the eyeball next to each error to be automatically redirected to the transaction in question.   
    Note: 
    To resolve the batch error(s), either close, cancel, or forward date the AR Miscellaneous Cash Entrie(s) 



    7. Once all error(s) have been resolved, click on the Batches Button to return to the AR Batches Screen.  Remove the date, and Re-Start the AR Miscellaneous Cash batch by clicking on the Re-Start This Batch Icon (Circle arrow) next to the AR Miscellaneous Cash Batch in question





    8. The Re-Start this Batch icon will dissapear and the red errors will turn green, if the batch is successful.

Order Invoicing Batch

  • Key Information
    Order Invoicing Batches are generated every time an order is invoiced.

    Click on the Generated Orders Icon to view the orders associated with any particular Order Invoicing Batch 



AR Statements Batch

  • Key Information
    AR Statement Batches are generated every time AR Statements are generated.