General Journal Batches
Use this facility to enter journals by batch and to post batches. To create a new batch press the Add button.
You will be prompted for the following information:
Batch No
The batch number assigned to the batch. The number must be unique; it cannot be the same as any batch currently in general journals or found in the general ledger audit trail. This number is issued automatically by CAPITAL GL Controller. You can override it if you wish by entering a different number. The next number issued for future batches will be the number following the number assigned to the most recently created batch. You will be unable to post a batch that is assigned the same number as a previously posted batch. This rule is enforced to simplify the task of auditing your accounts.
Batch numbers may be up to 9 digits in length and can be of mixed alpha-numeric type. The alphabetic portion of the number must be at the beginning. The following are valid transaction numbers: 1, 931, st2311, adj23011, 99999, test1, openx225. These numbers are invalid: 123b, 12e22, c100c, 99abc.
Period No
The period number identifying the period you wish to post to. The journals entered in a batch must all
relate to the same period as that of the batch. If you operate monthly periods and need to enter journals
for February and march, you will have to separate your journals into separate batches. To list the available
periods type
.
CAPITAL GL Controller will always default to the period that matches the current system date. You can
use the set accounting period
facility to change the default period for the current work session.
Control Amount
This represents the total of either all debit or all credit transactions that should be entered. Enter an amount here if you already know the total that your journals should add up to. For example, the total you have banked. If the control total does not match the debit or credit total CAPITAL will warn you. You may post batches that do not have a balanced control amount, but the posting process will warn you of this situation and will ask you to confirm the posting.
Description
The main description or title of the batch. Naming your batches is optional but highly recommended.
Reference
An additional reference or secondary description for the batch. This field is optional.
Entered by
The operator who created the batch. This is optional.
Contra Account
A contra account can save you time if you must enter a series of journals that all offset against another account.
For example, if you are recording a series of expenses that are paid with funds coming out of your bank account, then the contra account could be specified as the bank account. As you entered journals CAPITAL would automatically balance the journal for you by updating the debit or credit amount of the first entry of the batch.
When
using a contra account you cannot directly edit the first journal's debit or credit value. CAPITAL GL
Controller will do this for you automatically so that the total batch balances.
Created
The date the batch was created. This will default to the current system date.
Year
The financial year that this batch relates to. This field is updated automatically and cannot be manually overridden. Batches are always created for the currently open financial year. You cannot post a batch that was created in a financial year that is different from the currently selected financial year.
Last update
Automatically updated by CAPITAL, this field will be blank if the creation and last update dates are the same which is the case when a new batch is entered. Otherwise the date of the last change made to the batch is stored here.
Total entries
The total number of journals entered in the batch. This field is calculated automatically and cannot be edited.
Total credits
The total value of all credits entered.
Total debits
The total value of all debits entered. This field is calculated automatically and cannot be edited.
Once batch details have been entered the journal entries screen appears.
Editing a batch
Click edit to edit the currently highlighted batch. You can edit both the batch details and the journals in a batch as many times as you wish for new batches. If a batch has been posted you will be warned of this and will only be allowed to inspect the contents of the batch without making changes. If you need to edit and post the batch again, reverse post it first, then you can edit it and repost..
Deleting a batch
Click delete to delete the currently highlighted batch. You will be warned if you have not printed the batch (or the latest version of the batch) on a report. You will still be permitted to delete the batch if you wish.
Finding batches
Used to locate a particular batch, by batch number, period number or name. Fields for matching include:
Batch No
Enter the batch number to locate or press [enter] to move to the next field to search on.
Period No
Enter the period number to locate or press [enter] to move to the next field to search on.
Description
Enter the description or the first few letters of the description of the batch to locate.
Marking batches
Batch marking is used to select a group of batches for posting or transferring to standing journals. Highlight the batch you wish to include (if not already marked) and click mark. Clicking mark again will toggle or deselect the batch. When a batch is marked a 'tick' will appear in the column that appears before the batch number.
Copying
Used to transfer a batch or a group of marked batches to standing journals. You may either copy the currently highlighted batch or all marked batches.
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