| Button | Description |
|---|---|
| Release | Initiates the batch release process and changes the batch status to Unposted or Posted, depending on whether the Automatically post on release option has been selected in the preferences window of the appropriate workspace. |
| Actions | Provides the following menu commands:
|
| Reports | Includes the following menu commands you can click to generate reports:
|
| Element | Description |
|---|---|
| Workspace | The workspace where the batch originates. New batches can be created only for General ledger. |
| Batch no. | The unique ID of the batch, which is generated by the number series assigned to batches in the General ledger preferences (GL102000) window. |
| Status | The current status of the batch. The status defines what processing can be applied to the batch. The following options are available:
|
| Hold | A check box that indicates (if selected) that the batch has the On hold status and cannot be released or posted. You can clear the check box only if the batch has total debits equal to total credits. |
| Transaction date | The date when the batch was created, which relates to the transaction dates of the journal entries as follows:
|
| Post period | The financial period to which the transactions should be posted. All transactions from a batch are posted to the same financial period. By default, the period is calculated based on the transaction date and the definition of financial periods, but the period can be changed. If the transaction date doesn’t match any financial period, an error message stating that the financial period is closed or does not exist in the system will appear, and you will not be able to save the batch. The system supports posting to closed financial periods if the Allow posting to closed periods check box is selected in the General ledger preferences (GL102000) window. Closed financial periods do not appear in the list of financial periods, so a closed period can be entered only manually. |
| Description | The description of the batch. |
| Branch | The branch to which this batch is related. |
| Ledger | The unique ID of the ledger to which batch transactions are posted. By default, it is the default posting ledger specified for the branch in the Inter-branch account mapping window, but another posting ledger can be selected. |
| Currency | The currency used for all the journal transactions in the selected batch. By default, it is the base currency defined for all branches in the Branches (CS102000) window. |
| Automatic reversing | A check box that indicates (if selected) that the batch is auto-reversing. For such a batch, the General ledger workspace automatically creates a batch that reverses the original debit and credit transactions into the next financial period (that is, the debit entry is reversed and becomes a credit entry, and the credit entry is reversed and becomes a debit entry). Such batches are used to reverse period-end adjustments. A reversed batch will be created when the original batch is released or posted, depending on the value selected for the Generate reversing entries option in the General ledger preferences (GL102000) window. |
| Reversing entry | A check box that indicates (if selected) that the batch is a reversing batch. The Orig. batch number field displays the ID of the batch that was reversed by this batch. |
| Trans. code | The code of the transaction. This field is displayed if the Journal voucher option is selected in the Enable/disable functionalities (CS100000) window. |
| Type | The type of this general ledger batch, which is specified by the system automatically. A general ledger batch can be one of the following types:
|
| Orig. batch number | For a scheduled or auto-reversing batch, the reference number of the batch used as a template. |
| Reversing batches | The number of reversing batches for the selected batch. The field is not displayed if there are no reversing batches. Clicking the number navigates to the Reversing batches (GL690010) report, which displays details of reversing batches. |
| Debit total | The total of transaction debit amounts for the batch; the value is calculated automatically. |
| Credit total | The total of transaction credit amounts for the batch; the value is calculated automatically. |
| Control total | The control total of the batch, which is used for batch status validation. The batch can be posted, released, or scheduled only if this amount is equal to the Debit total and Credit total amounts for the batch. To disable this control, clear the Validate batch control totals on entry check box in the General ledger preferences (GL102000) window. |
| Create VAT transactions | A check box that indicates (if selected) that a VAT-related transaction can be created manually; select this check box when you begin to create the transaction. When you select this check box, the VAT ID and VAT category columns appear in the table area on this window. If this check box is selected, the Skip VAT amount validation check box appears in the top part of this window. Note that it is not possible to enter both purchase and sales VAT in the same batch, and VAT IDs having the artially deductible VAT set cannot be used. |
| Skip VAT amount validation | A check box that (if selected) causes automatic validation of a VAT-related transaction that you create manually to be skipped. This check box appears only if the Create VAT transactions check box is selected in this window. It is recommended that you leave this check box clear so the system performs VAT amount validation. If the VAT amount validation is skipped (this check box is selected), the system does not warn you if the manually entered VAT amount does not match the taxable amount of a transaction, which may cause errors in the appropriate VAT report. |
| Button | Description |
|---|---|
| View source document | Opens the document based on which this batch was generated. This button is active for batches originating in workspaces other than General ledger. |
| Reclassification history | Opens the Reclassification history window for the selected transaction. This button is available only if a reclassified transaction is selected in the table. |
| Column | Description |
|---|---|
| Branch | The branch associated with this journal entry. |
| Account | The account (associated with the specified branch) whose balance will be updated by the journal entry. If an account denominated to a foreign currency is specified, all other batch transactions should be in the same foreign currency. NOTE: The account that is specified as the Year to date net income account in the General ledger preferences (GL102000) window cannot be used for direct updating by journal entries. |
| Description | A detailed transaction description provided by a user or generated by the system. |
| Subaccount | The subaccount used with the account to detail a journal entry. |
| Project | The project with which this batch is associated, or the code indicating that this batch is not associated with any project. The non-project code is specified in the Project accounting preferences window. This column appears only if the Projects workspace has been enabled in your system and integrated with this workspace. |
| Project task | The particular task of the project with which this batch is associated. This column appears only if the Projects workspace has been enabled and integrated with this workspace. |
| Ref. no. | The reference number of the external or internal document associated with the journal transaction. Journal entries related to the same document should have the same reference number specified. The documents reference numbers must be specified for VAT-related journal transactions. It is required because VAT and taxable amounts are reflected in the VAT reports only if they are linked to the corresponding documents. If the reference number of the external document has been manually specified for a journal transaction, the document can only be opened if it originates from workspaces other than General ledger. |
| Quantity | Optional. The quantity of items associated with the transaction, if relevant. |
| UoM | Optional. The unit of measure for items associated with the transaction, if relevant. |
| Debit amount | The debit amount of the journal entry. You can specify only a debit or a credit amount for a single journal entry. |
| Credit amount | The credit amount of the journal entry. Again, you can specify only a debit or a credit amount for a single journal entry. |
| Transaction description | A description of the transaction or any comments relevant to the transaction. |
| VAT ID | The VAT used to calculate the VAT amount; this column appears if the Create VAT transactions check box is selected in the top part. The VAT is entered automatically by the system when you select an account in the Account column (and the subaccount in the Subaccount column, if applicable) associated with a particular VAT. You can overwrite the default value. Note that a VAT ID having partially deductible VAT will not be available in this module, you have to use Purchase invoices (AP301000) or Transactions (CA304000) window. |
| VAT ID description | The description of the VAT ID. |
| VAT category | The VAT category based on which the taxable amount is calculated; this column appears if the Create VAT transactions check box is selected in the top part of the window. This VAT code is entered automatically by the system if you select an account in the Account column for which a particular VAT category has been defined in the Chart of accounts (GL202500) window. You can change the default VAT code. Note that a VATcategory having partially deductible VAT will not be available in this module, you have to use Purchase invoices (AP301000) or Transactions (CA304000) window. |
| VAT category description | The description of the VAT category. |
| Non-invoiceable | A check box that indicates (if selected) that this transaction is non-invoiceable in the project. This column appears only if the Projects module has been enabled and integrated with this workspace. |
| Reclass. batch number | The number of the reclassification batch that was generated for the selected general ledger transaction. This number is displayed only for a transaction that has been reclassified. |
| Orig. batch number | The number to the original general ledger batch based on which the selected Reclassification batch has been generated. |
| Transaction date | The date when the transaction was generated, which the system fills in as follows:
The date specified in this column is used for the transaction in Visma Net reports. |
| Customer/Supplier | The customer or supplier specified in the transaction. |
| Ledger | The ledger for the posting. |
| Line no. | The line number in the batch. |
| Item ID | Shows a link to the stock or non-stock item. |