Note: Below are the steps to complete the batch options screen for a new expense outstanding payables batch.
Enter a unique description for the new batch in the Batch Description field. The description can be alphanumeric and up to 50 characters long. Leave the field blank to use a default description assigned by the system.
Note: If a unique description is not entered, the system will add a dash and four numbers starting with 0001 at the end (for example, Batch Description-0001) to make it distinctive.
Enter the date to use for when the payables within the batch were expensed in the Entry Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current date.
In the Processing Month field, enter the fiscal period for which to post the entries within the batch to the applicable modules; for example, enter the month for which to post the entries to General Ledger, if applicable. Use the mm/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current month (as based on the computer date).
Note: If the month entered in this field is more than two months different from the current month, a warning icon will appear to the right of the field; verify the month entered is correct. If the specified processing month is in the next fiscal year and there are funds in the Fund File in General Ledger with the Automatically Start New Fiscal Year field not selected, the Start New Fiscal Year option will need to be completed for the appropriate funds if it has not already been done.
To expense outstanding purchase orders, select the Include Purchase Orders field. A checkmark will appear in the box if the field is selected.
Note: For those school districts who operate on an accrual basis (as defined in the System File), this field will be selected automatically and cannot be changed.
For Iowa school districts who reverse GAAP expense only, select the Reversing GAAP field to reverse GAAP expense the outstanding payables within the batch, if applicable. If the outstanding payables are reverse GAAP expensed, the totals do not post to the expenditure accounts, but are reflected on the C.A.R. A checkmark will appear in the box if the field is selected.
Note: This field is only enabled for those Iowa school districts who have specified they reverse GAAP expense at the end of the fiscal year (the Reversing GAAP field is selected in the System File).
Click the Save button.