Cashbook Batches

What are Cashbook batches?

  • Cashbook batches are a way to group certain types of transactions together, usually by their source
  • Batch Types are configured on the Setup>Batch Types screen and different batches will have different properties
  • Closing batches is a way of signing off that the transactions in the batch are correct
    • Batches created by the system (like from imports or balancing entries from auto recons) will be closed automatically
    • Batches created for manual transactions (like balancing entries from manual reconciliations) need to be validated by a user before being closed
  • All batches related to an accounting period need to be closed in order to close the accounting period

Managing Cashbook Batches

Viewing Batches

  • Open Batches can be viewed on the Transactions>Cashbook Batches>Open Cashbook Batches screen
    • The batch details can be edited
    • Individual transactions in the batch can be edited and deleted
  • All Batches can be viewed on the Transactions>Cashbook Batches>All Cashbook Batches screen
Creating Batches and Transactions
  • A new batch can be created if needed and allowed for the account (Admin>Accounts>Allow manual cashbook transaction entry)
  • Transactions can be added manually to any open batch and allowed for the account (Admin>Accounts>Allow manual cashbook transaction entry)
Closing Batches
  • The batch can be approved by a manager to signify that the recons that created the transactions in the batch are correct. See the page on balancing entries and batches for more details
Deleting Batches
  • Any open batch can be deleted
    •  This will delete all balancing entries in it and unreconcile the transactions that were reconciled to create the balancing entry
  • Closed Batches can be deleted if all of the following conditions are true
    • The Allow Remove Setting on the Batch Type is True
    • The Accounting Period the batch is in is still open
    • The user has sufficient rights to delete Cashbook Batches
  • Cashbook batches containing imported transactions can also be removed by using the rollback cashbook import functionality
    • Remember that this will affect all batches across all accounts imported with the import definition
  • Deleting a batch will remove all transactions in it and delete all tags and recons associated with those transactions