How to Create a New Batch Code

General Considerations:

•The Batch Code must be unique and may have up to four (4) alphanumeric characters.

•A G/L Clearing Account is not used in all instances; however, a valid G/L number must be entered.  A 'system' G/L account may be created for this purpose.

•The Batch Bank Code is not used in all instances; however, a valid Bank Code must be selected.  A '00' bank code may be created for this purpose.

•The G/L Bank Account is not used in all instances; however, a valid G/L number must be entered.  A 'system' G/L account may be created for this purpose.

•Only one batch code may be created for each Single Usage Batch Type.

Use the table below to understand the relevance of the G/L Accounts to Batch Code Types. This matrix will provide information on what type of G/L accounts will be used when that Batch Code Type is selected. If a column shows relevant, this G/L account is used in the selected batch code.

Use the following steps to create a new batch code:

1. Click on the Business tab, click Batch, and select Batch Code Management.

2. Click on the Create New Code button.

3. In the Batch Code Add screen, enter a Batch Code.

Batch Code must be 2 to 4 alphanumeric characters.

4. Enter the Batch Code Description.

5. Enter the G/L Clearing Account or click on the Search icon to search for a G/L Account.

Note: Refer to How to use G/L Search Wizard for more information on how to use this feature. 

6. Click on the Batch Bank Code drop-down menu to select an option. If no Batch Bank Code is chosen, the first bank code as defined in the Accounting Settings will be automatically be selected, when tabbing out of the field.

7. Enter the G/L Bank Account or click on the Search icon to search for a G/L Account.

Note: Refer to How to use G/L Search Wizard for more information on how to use this feature. 

8. In the Batch Code Usage section, select one of the following radio buttons: Multiple Usage Allowed (selected by default) or Single Usage Only.

9.  Click on the Choose Batch Type field and select the batch code type(s).

Note: If the Single Usage Only radio button is selected, only one batch type can be chosen.

10. Click on the Save button to save the batch code.  A confirmation message will be displayed.  All fields will be cleared and the cursor will return to the Batch Code field to allow for another batch code addition.

Note: Batch code information may be printed prior to saving. Click on the Print button, a .pdf file will be created and downloaded. Click on the downloaded .pdf file (bottom left corner) to view. The options to Save (Download) and/or Print are available. 

Alternatively, click on the Clear All button to remove all input information and reset the fields to their default values, or click on the Cancel button to return to the Batch Code Management screen without saving changes.

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