Creating Journal Batches

Grouping Journals into Batches: Organise Journal entries with common attributes into batches, common attributes may be-

• Journal Type
• Journal Date
• Journal Preparer

* Use of Journal Batch is optional.

* A Batch can contain unlimited number of journal entries.

* All journal entries in a batch share the same period. Create batch for any period but you can post only for open period.

Creating a Journal Batch: (N) Journals -> Enter -> New Batch (B)

A journal can be entered directly without entering batch information. GL automatically creates batch for for the entry using source (Manual), a unique batch ID and system date.

MRC: GL automatically generates converted journal batches in your reporting sets of books when you post the original journals in your primary set of books.
- To change a journal batch in your reporting set of books, use the Enter Journals window to make changes using the reporting set of books’ responsibility.

Imp: only change your journals in your primary set of books, then allow those changes
to flow through to your reporting sets of books.

Prerequiste: 1. Set your user profile options to define various journal entry features, including default categories, dual currency entries, and sequential document numbering.

2. If Journal Approval is enabled for SOB then ask system administrator to set profile options-

• Journals: Allow Preparer Approval
• Journals: Find Approver Method; set default method for seeking approval.
• For foreign currency journals, define rate types and daily rates.

Creating a new Batch with multiple journal lines:

1. Enter Journals window -> Find Journals window appears
2. Choose New Batch (B) -> Batch window appears [The Status region displays the current statuses for Posting, Funds Reservation, and Journal Approval.]
3. Enter optional Batch Name, cannot have duplicate Batch Names in same accounting period.
4. Enter accounting period for which entries in this batch will be posted. GL defaults to the latest open period. *[ If you enter a period prior to current and profile option Journals: Enable Prior Period Notification is set to yes, then GL displays a message to which you must confirm.], * Balance Type is a display-only field, it displays Actual or Budget.
5. (Optional) Enter Description for Batch.
6. Select a Transaction Code from LOV. [Field is displayed only if you have a public sector installation]
7. Select a Journal Type to indicate whether you want to enter Standard or Average journal. This field is displayed only if Consolidation Set of Books checkbox is selected in Average Balances tab of SOB window.
8. (Optional) Enter a Control Total if you want to verify the total debits for your journal batch against the batch control total.
9. Choose Journals (B) to add journals to batch.