This article will explore Batch Transactions, a module within Bookkeeper.

Batch Transaction allows for the capture and posting of manually-generated transactions. You can capture transaction details from source documents that have not been generated by the system, as well as transactions that do not have a real-time option (like Petty Cash or General Ledger Business Journals).

In Batch capturing, all debits and all credits must equal the batch total. The Batch Check Help also ensures that all documents are captured: i.e., not only that the debits equal the credits.

In addition, appropriate amounts are automatically calculated and posted (for example, VAT, Collection, and Commission), and the module allows for reversals and template creation as well as for the saving of incomplete batches for subsequent completion and posting.

Batch Transactions Fields

The Batch Transactions module is easily navigated through a series of tabs, which allows you to move between the tabs in order to capture different batches simultaneously. You can switch from tab to tab with your mouse or by using the Ctrl+Tab shortcut.

When you open the module, previously captured batches and templates are displayed on the Overview tab.

Click the New button to open the New Batch screen.

1. Processing a New Batch

• Click the Batch Transaction button on the navigation bar, to open the Batch Transactions module.
• Click the New button on the module toolbar. The Batch Transactions: New screen is displayed.
• Fill in the Batch Transactions and Transaction Item sectionss. 

• Complete the Accounts section, and then click Save Batch Item. The new entry will immediately be displayed in the Batch Transactions Items section. 
   

  Note: If you do not want to save the new item, click Clear to abort the task.

• Click the Save button on the module toolbar to save the new Batch.
   

A unique batch number is generated which is added a reference to the batch for each transaction entered into the Transaction File.

Account balances are automatically updated and the relevant transactions recorded in the Transaction File.

2. Edit Batch Transaction

To edit a previously captured batch:

• Click the Batch Transactions button on the navigation bar to open the batch Transactions module.  
• Select the batch you want to edit from the list of previously captured batches, and click Edit .
• The items which comprise the batch transaction are displayed in the Batch Transaction Items section.
• Select the item you want to edit and click the Edit Batch Item button on the module toolbar.
• Make the required changes, and click Save Batch Item. You can continue editing other entries if required. 

When you have finished editing, click the Save button on the module toolbar to save all the changes. 

3. Post a Batch Transaction 

To post a Batch Transaction:

• Click the Batch Transactions button on the navigation bar to open the Batch Transactions module.
• Select the batch you want to post from the list of previously captured batches, and click the Post button on the module toolbar.

4. Save a Batch Transaction

To save a  Batch Transaction for completing or posting at a later time:

• Click the Batch button on the navigation bar to open the Batch Transactions module.
• Click the New button on the module toolbar. The Batch Transaction New screen is displayed.
• Enter the new Batch Transaction details.
• When you have completed the Transactions Items Details section, click the Save Batch Item button.

• Click the Save button on the module toolbar to save the data.

  Note: If you have omitted any mandatory fields, a warning will be displayed. Enter the required information in order to continue processing.

• The new Batch transaction will be displayed under Previously Captured Batches.

5. Delete Batch 

To delete a batch transaction:

• Click the Batch Transactions button on the navigation bar to open the Batch Transactions module.
• Select the Batch you want to delete from the list of previously captured batches, and click the Delete Batch Item button.
• You are prompted to confirm the deletion, click Yes to confirm or No to abort the task. 
• If you confirm the deletion, the batch will immediately be deleted from the list. 

6. Create a Batch Template

• Click the Batch Transaction button on the navigation bar. The Batch Transactions module opens.
• Click New on the toolbar. The Batch Transactions New screen is displayed.
• Select the Template checkbox in the Batch Transaction section.
• Complete the Batch Transaction, Transaction Items and Accounts sections.
• Click Save Batch Item. The new entry will immediately be displayed in the Batch Transactions Items section. 

• Click the Save button on the module toolbar to save the changes. The new Template is now included in the Template List.

7. Update Batch Template

To update a previously saved Batch Template:

• Click the Batch Transaction button on the navigation bar to open the Batch Transactions module.
• From the Templates list, select the Template you want to update.
• Click Edit on the module toolbar. The Batch Template details are displayed. 
• Make the required changes, then click Save Batch Item. The updated entry is immediately displayed in the Batch Transactions Item section,

• Click Save on the module toolbar. The updated Batch Template is immediately displayed in the Templates list. 

  Note  The updated batch template is saved with the same batch description as the original template.