Batch Input

Use the Batch Input command to enter batches of timesheets or costs. To enter batches for costs, the Use General Batches option must be selected and to enter batches for timesheets, the Use Timesheet Batches option must be selected; both of these are on the Set Options form. You can either post the batch when you enter it (provided it balances), or put it 'on hold' and post it later. Batches that do not balance (that is, where the sum of the transactions does not equal the batch total) can be held on file and edited later so they balance before posting. The entry of batched transactions requires the same information as individual timesheet and cost postings. The only difference is you can enter several transactions for different jobs in one go and use a batch total to help check the accuracy of the postings. Each batch record has a reference which is updated automatically according to the entry in the Next Batch Number box on the Set Options form.

Batch Input Entries

Box	Description
Batch	A number is assigned automatically when you create a new batch. This is based on the entry in the Next Batch Number box on the Set Options form. When amending an existing batch, you can select the batch record you want from a list.
Status	An indication of the current status of the batch record. This shows either 'Modified' (when batch processing is in progress) 'Unbalanced' (if the batch total does not agree with the sum of the transactions), 'On Hold' (if the batch does balance but has not been posted) or 'Posted'.
Description	A description of up to 40 characters to describe the batch.
Batch Type	An option that determines the type of postings within the batch. You can select 'General' or 'Timesheets' from a list.
Input By	If you have selected 'Timesheets' in the Batch Type list, you can choose whether to enter the timesheet details by unit (hours and fractions) or value. You can select 'Unit' or 'Value' from the list. If you enter timesheets with different factors (for example, enter a mix of internal labour having a factor of hours and minutes with subcontracted labour using a factor of weeks and days) the system warns you that it cannot total the batch. You can then choose whether to continue without summing or abandon the batch. For 'general' type batches, this box is unavailable.
Batch Total	The total of all transactions to be entered in this batch process. The batch total entered here must agree with the sum total of the transactions in the batch before the batch can be posted.