Field

Value

Settings

Select Settings at the top of the form and tick the Show Post Form option to display the Cashbook Post Batches form when selecting the Post button.

This will allow you to select a Batch and Bank range to post.

If this option is not selected only the highlighted batch in the batch list will be posted.

Batch Finder

Enter the batch number or use the finder to select the batch number to display.

Show Posted and Deleted Batches

In the Batch List form you have the option to Show Posted and Deleted Batches if you select this option all batches will be displayed if you leave this option unselected only open (un-posted) batches will be displayed.

Show EFT Batches Only

Select this option to filter the Batch List to display only EFT batches. When selected, the system will hide all other batch types, such as normal, reversal, or adjustment batches, and show only those related to EFT transactions.

Show Batches for Authorisation Only

This option filters the batch list to display only the batches that require authorisation. When selected, only batches that are pending or in need of authorisation will be shown, hiding batches that don’t require any approval.

This feature helps users quickly focus on batches that need authorisation.

To display batches in Ascending or Descending Sort Order

Select “Ascending” or “Descending” to display the batches in the batch list by ascending or descending batch number order.

To filter batches by Bank Code

Toggle on the Show This Bank Only check box to display only the batches for a particular bank.

Batch Number

The number assigned to the batch.

Bank

The Bank Code applicable to the batch.

Description

You can enter a description of up to 30 characters for each batch, for example, "Month-end Cheques". The description is printed on the batch listings, and on the Batch Status Report.

Ready to Post

If you want to post the batch this switch must be set to Yes.

Batch Type

Batches can be different types:

• Normal - All types of transactions to be posted into Cashbook e.g. cheques, receipts, deposits, adjustments, journals, etc.

• Transfers - Moneys to be transferred to other banks within the same Cashbook database.

Status

Batches can have a different status:

• Open - A newly created batch or a batch been edited.

• Printed - An un-posted batch that has been printed

• Deleted - An un-posted batch that has been deleted.

• Posted - A batch that has been posted.

• Partially Posted - An un-posted batch that contains cheques that have been printed.

• Provisionally Posted - This status signifies that the batch has been dispatched to the bank for processing but has not yet been officially posted, either within Cashbook or on the bank's records. It exists in a transitional state awaiting further processing.

Entry Type

Batches could have been entered from different sources:

• Entered - Created and entered in Cashbook by an operator.

• Imported - Created by importing an external file.

• Retrieved - Created by retrieving from another program.

• Generated - Created by Cashbook for an error batch or transfer.

Total Debit

Total of all the Receipt Amounts in the batch.

Total Credit

Total of all the Payment Amounts in the batch.

No. of Entries

Number of entries in the batch.

Posting Seq. No.

The posting sequence number assigned to the batch when the batch was posted.

No. of Errors

The number of errors (if any) detected in the batch when the batch was posted.

Date Created

The date the batch was created.

Date Last Edit

The date the batch was last edited.

Deposit Batch

The Batch List can also be used to combine all receipt amount entries together to form one deposit amount.

To be able to reconcile only the deposit amount against your bank statement it is important to activate the Deposit Batch option by double clicking in this field to change the value to Yes.

Single Reference

The Batch List can also be used to combine all receipt and payment amount entries together to form one single reference amount.

To be able to reconcile only the single reference amount against your bank statement it is important to activate the Single Reference option by double clicking in this field to change the value to Yes.

Ledger

This source is used by G/L to distinguish which sub-ledger batch information originates from.

Created By

The user that created the batch.

Deposit Number

If the batch is a deposit batch the deposit number of the batch is displayed in this field.

EFT Process Date

If the batch is an EFT batch this is the date on which the bank will be processing the payment transactions contained in the EFT file.

This will be the date on which the consolidated EFT amount (total of all the EFT payments contained in the EFT file) will be reflected on your bank statement.

If this date is greater than the login date, then this date is used, else the login date is used when generating the EFT file.

EFT Export File

If the batch is an EFT batch, the EFT export file contains the payment details for transferring funds electronically between bank accounts.

Authorised

This column displays the authorisation status for batches that require approval. If the batch has not been fully authorised by all the designated users, the Level that has just authorised will be displayed in the Authorised column.

If the batch has not been authorised at all, 'No' will be displayed in red in this column. Once the batch has been fully authorised by all users, 'Complete' will be displayed in green in the Authorised column.

Note: Only Payment Batches and EFT Batches will have the status shown in this column. All other batch types will display the status as 'N/A'.

To access the Authorisations pop-up, click the zoom icon in the Authorised column in the Batch List grid for On-Premise or the pencil icon in the Web UI. For On-Premise, you can also access the Authorisation pop-up by selecting File | Authorise from the menu.

Button

Select

Open

To edit an open batch, either highlight the batch and choose Open or double-click the batch.

Delete

To delete a batch, highlight the batch and choose Delete. All transactions in the batch will be deleted.

The Cashbook allows you to delete an entire batch before it is posted. If you require a record of the batch to be deleted, you must print a batch listing of the batch before deleting it.

Once a cheque in a batch has been printed, the batch can no longer be deleted.

You cannot re-use the number assigned to a deleted batch, and it will be listed as deleted on the Batch List Report. Once entries are deleted they cannot be recalled. Posted batches cannot be deleted.

New

To add a new batch, click on the New button.

Cashbook displays the Batch Entry window.

Batches are automatically created with an incremental batch number.

If after creating a batch you decide you do not want to enter transactions and wish to exit out of the function, the program will count this as a batch.

This empty batch must then be deleted, posted or edited.

If you choose the edit the batch, you can enter transactions just as you would to a new batch.

Post

To post a batch, highlight the batch and choose Post.

Print

To print a batch, highlight the batch and choose Print

Generate

To generate an EFT file from a posted EFT batch, highlight the batch and select the Generate button.

Refresh

Select the Refresh button to refresh the Batch List.

Close

Select the Close button to close the Cashbook Batch List form.