At the Batch Options screen, 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 as the posting date for the cash entries in the Batch Date field (applicable if the Posting Type (specified below) is Cash/Receivable Account). Use the mm/dd/yyyy format or click the Calendar Search button to select the desired date. The date can be within the month that is prior to the current computer date of the web server to any future date.
Note: If the date entered in this field is more than one year different from the current computer date, a prompt will appear warning the date is more than one year different; click OK and then verify the date entered is correct.
In the Processing Month field, enter the fiscal period for which to post the entries within the batch to General Ledger. Use the mm/yyyy format or click the Calendar Search button to select the desired date. The month entered as the processing month can be from one month prior to the current computer date of the web server to a month in the future.
Note: If a future month is entered and an error message is displayed stating the value exceeds the maximum month allowed, click OK and contact the Business Office to have the appropriate fiscal year started within the School Accounting System.
Enter the appropriate posting type (Cash Receipt Date, Cash Receipt Number, Cash/Receivable Account, or Individual Entry Detail Line) for how to post the cash receipts entered within the batch to General Ledger and display within the Check Reconciliation option in the Posting Type field, or click the down-arrow button to select the correct one. To post one cash entry for each different date of the cash receipts within the batch, select Cash Receipt Date. To post one cash entry for each different cash receipt number within the batch, select Cash Receipt Number. To post one cash entry per cash account (or receivable account, if applicable) using the date entered in the Batch Date field above (and disregarding the individual cash receipt dates entered in the batch), select Cash/Receivable Account. To post one cash entry for each different cash receipt detail line within the batch, select Individual Entry Detail Line. The default posting type specified in the General Ledger System File in the School Accounting System will appear but can be changed if needed.
If applicable, select the Recurring Entries field to retain the batch of entries after posting the batch. A checkmark will appear in the box if the field is selected. For example, select the field if the batch (entries) needs to be processed on a regular basis, such as each month or quarter.
Click the Save button.