By default, a Current Period Journal will post all entries in the batch to the current cash period. If you need to post entries to a prior period, a prior period journal must be used.
The batch entry screen will be similar to the following display: -
1.Batch No - Enter the Batch Number of a filed, but unposted batch, or enter 'NEW' for a new blank batch. The system automatically allocates the next available number as a Batch Number. If you wish to copy or reverse a previously posted batch without having to recapture it, type 'BATCH12345' where 12345 is the Number of the batch that you wish to copy or reverse. The following fields will need to be completed: -
After completion, and when requested, an unposted batch will be displayed for editing and posting.
2.Default Description - The text entered here will be the default text that appears on each line, but can be edited. This is useful where a large batch of similar entries is being captured.
3.Shell - Can be ignored
4.Prop - Enter the required Property Number, the first few letters of the Property's name, or press 'F2' to select from a list. You can capture entries for multiple Properties in a single batch, as long as the entries for each property contra to zero.
5.Nnla - Enter the required General Ledger Account Number, or press 'F2' for an income and expense account drill.
6.Ref. - Enter a Reference Number if required. The default Reference Number is the user's login.
7.Line Descr - Enter the Line Description that you wish to appear in the General Ledger. A sub-description field will appear that can either be completed or left blank.
8.Date - Enter the required Date. The value in this field will default to the date in the previous line.
9.VAT Flag - Enter 'Y' if the amount includes VAT, or 'N' if not. The default value is the Property's VAT Flag setting. No entry needs to be posted to the VAT Control Account as this is done by the system depending on this flag setting.
10.Amount - Enter the Gross Amount, including VAT if relevant
In all fields, if you enter a " (ditto), a copy of the previous field will be pasted into the current field. This is useful when a complex reference is used.
If you have entered into a line in error and wish to exit from the screen, first delete the line by pressing a ' # ', even if it contains only the Property Number. Then exit the line.
When you have entered all of your line items, press a full stop to drop to the command line at the bottom of the screen.
In the command line, you can either file a batch by entering 'F', delete it by entering 'D', re-edit it by entering 'E' , or enter the Field Number to which you wish to go. Once you have filed a batch, you will asked if you want to post it or leave it unposted for later checking and posting.
It is usually wise to file a large batch periodically while capturing, in case of power failures etc.