Data entry-list and updates

Data entry-list and updates

All data entry types (Receipts, Cheques, Non-BSP, BSP, Invoices, Journals, Charges + Credits) fall into their own batches by type of entry. It is suggested that each batch must be Listed/Updated EVERY DAY.

This procedure will post the information to your General Ledger. Keep batches small, by updating every day. This makes it easier when completing reconciliation's. Keep a hard copy of the List/Update reports that are printed as these are the main source of information when trouble shooting however these reports can be re- printed at any time.

NOTE: Even if you make a daily backup, printed reports may be your only source of information to refer back to should your backup include data corruptions...

• Make the consultants aware that you are Listing/Updating, as they cannot be adding data to a batch you are updating.
• Go into the Accounting Area and for each type of Data Entry and select List/Update. For example: Accounting -> Data Entry -> Receipt -> Receipt List & Update.
• Check Batch totals and Control totals are the same. Change the control total if they are not the same by double clicking the Control Total Box and entering the correct value. (Verify that the batch entries are correct prior to changing the Control Total.)
• To look at a listing of the batch before you update it, click in the List box (1) so a tick appears and click on start.

This will print a list of all the documents sitting in the batch you are updating however you are also able to select Print Preview to view this on the screen without printing a hard copy.

• Once you are satisfied the batch is correct click in the Update box(2) and a tick will also appear in both List and Closed boxes.
• Click on Start.
• Once the batch has updated it will move off the screen. If the batch does not disappear then an error message will print on the Update report and this will need to be fixed before the batch will successfully update.
• If you are unable to List/Update the batch you are able to click in the Close box(3) and this will then stop any more entries going into this batch.
• The Exclude Audits button allows you to list/update batches without printing the audit or Update reports
• The Display All option allows you to view all batches that have been list/updated and allows you to reprint them again without updating the entries again.
• The Remove button allows you to remove a batch that has no transactions.
• Click on Close to exit this window.