taken from the
The batch list may be printed at any time, once transactions
have been entered into a batch. The batch list should be printed and checked
before a batch is updated or posted to the ledger. It is also recommended that
you balance the batch and
change the alias before a
final batch list is printed. This
list of transactions can be used to attach the source documents to support the
entries entered in the batch or journal.
The batch list displays the information of the transactions in a similar format as entered in the Batch Entry screen. An example of the Batch Entry Details or Batch List for the transactions entered in the Payments Journal is as follows:
In this example, the heading reflected Payments Jnl - [Payments Jnl]. Once the alias has been changed, it reflects [Cheques March 2003]. The details of the transactions will be displayed in 8 columns and is as follows:
The batch list displays the information of the transactions in a similar format as entered in the Batch Entry screen. An example of the Batch Entry Details or Batch List for the transactions entered in the Payments Journal is as follows:
In this example, the heading reflected Payments Jnl - [Payments Jnl]. Once the alias has been changed, it reflects [Cheques March 2003]. The details of the transactions will be displayed in 8 columns and is as follows:
-
Reference Number - This is usually refers to the source
document from which the transaction is entered (e.g. the cheque number,
deposit number, invoice number, supplier invoice number, etc. as entered in
the Reference number field. If a batch is balanced (if the Consolidate
Balancing Entries is selected in the Options for this batch), the
reference number will be indicated by 8 asterisks (*). This refers to the
contra account and should at no circumstances be overtyped or changed before
you post the batch.
-
Date and Period - This is the transaction date as entered in
the date field. The period is listed next to the date and indicates the
accounting period or reporting dates. When you need to generate reports on the
Report Options screens you need to select the accounting period on This Year or Last Year Periods search or lookup
facility. For some reports you may select
the dates using the Date picker.
-
Transaction Detail - This is the description of the
transaction as entered in the description field. This detail should be entered
sensibly as to enable any person or independent auditor to determine the
nature of the transaction (what was paid, purchased, sold, etc. When a
creditor account or a debtor account was selected, the descriptions should
also make sense for the creditor or debtor if Creditor Remittance Advises or Debtor Statements is sent.
-
Account Code and Description - The account code for the
selected General Ledger, Creditor or Debtor Account and the description or
account name will be displayed. If a batch is balanced (if the Consolidate
Balancing Entries is selected in the Options for this batch), the
selected Contra Account (balancing account) will be displayed. If any VAT was
applicable to transactions and a Tax Account or Code was selected, the Tax
Code and Description would also be displayed as a balancing entry.
-
Tax - The description for the selected Tax account will be
displayed. For payments and purchase journals it should refer to Input Tax and
for receipts and sales journals, it should refer to Output Tax.
-
Debit - The amount of each transaction as entered in the
debit column. This should reflect amounts if transactions are entered for
payments or purchases or sales returns.
-
Credit - The amount of each transaction as entered in the
credit column. This should reflect amounts if transactions are entered for
receipts, sales or purchase returns.
- Inclusive Amount - This will display the amount inclusive of VAT if a Tax code is selected. If a Zero-Rated Tax code or the No Tax is applicable to a transaction and was selected, it will reflect the same amount as entered in the debit or credit column.
