Pathway: Accounting > GL Batch Processing

Part of 67 Release

The GL (General Ledger) Batch Processing tool is used to store and summarize all of a company’s transactions. This tool walks through the steps of moving pending transactions to posted using a batch process.

Throughout this tool, select any underlined value to view additional details.

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Permissions

The following permissions are required to use this tool:

note

For more information about Permissions, review the Permissions article.

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Permission ID	Name	Description
114	GL Transaction Processing	Users can view the GL Transaction Processing tool but cannot process a batch.
115	Create GL Transaction Batch	Users can view and use the GL Transaction Processing tool.
116	Post GL Transaction Batch	Users can post GL batches.

Field Descriptions

The following fields display in the Pending, In Progress, Posted and Summary tabs of the GL Batch Processing tool.

Field	Description
Pending
Type	Indicates the type of transaction made.
IDs	Identifies the ID for the transaction.
Errors	Indicates any errors posted with the transaction.
AR Period	The period in time when the transaction took place.
Date	The date the transaction was made.
Count
Posted By	The name of the person who posted the transaction with a date and time timestamp.
In Progress
Batch #	References the batch number assigned when the batch was created.
AR Period	Indicates the time period of the batch.
Created By	Indicates who created the batch.
Note	Displays the note added to the batch when the batch was created.
Posted
Batch #	References the batch number assigned when the batch was created.
AR Period	Indicates the time period of the batch.
Created By	Indicates who created the batch.
Note	Displays the note added to the batch when the batch was created.
Summary
GL Account	References the account to which the transactions apply.
Pending Debit	A summary of all pending debits from the Pending tab for the account.
Pending Credit	A summary of all pending credits from the Pending tab for the account.
In Progress Debit	A summary of all pending debits from the In Progress tab for the account.
In Progress Credit	A summary of all pending credits from the In Progress tab for the account.
Posted Debit	A summary of all posted debits from the Posted tab for the account.

Create a GL Batch

From the Pending tab:

Select the AR Period. Only transactions from the selected period will display.
Select Type to filter and display a specific type of transaction on the screen.
Select all the transactions you would like to include in the batch.
- To select all transactions, check the empty box in the upper left-hand corner of the header. Otherwise, check the box to the left of each transaction that the batch should include.
Select Create GL Batch and a Confirmation window will display.
- Enter a note to display along with the batch.
Selected Create Batch. Upon selection, the batch will be placed in the In Progress tab.

Review In Progress Batches

Use the In Progress tab to review GL batches before they are posted. Double click within the row of the batch to drill down and view the GL Accounts it includes. From here, the option to export to Excel is available and located to the left of the Search box.

If needed, reverse a batch from In Progress back to Pending by right clicking within the row of the batch and selecting Reverse Batch.

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Post Batch

To post a GL batch after it has been reviewed, the following steps apply.

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From the In Progress tab:

Hover over the batch you wish to post and right-click. A pop-up window will display.
Select the Post Batch option from the pop-up menu and a Confirmation window displays.
Select Yes to confirm. The batch is now posted.

Export a GL Batch

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To Export:

Select the Posted tab.
Hover over the batch being exported and right-click. A pop-up window displays.
Select Export Batch.

Summary

The Summary tab summarizes the transactions for each general ledger account by period.

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View Account Details

To review the details of an account, select the underlined credit or debit value from the column in review and the details will display.

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Sorting

Column sorting can be done by selecting the arrow icon to the right of the column’s name in the header row.

To hide a column from view, select Columns. Remove the check mark selection from the check box of the column to hide. Upon clicking away the unchecked column is now hidden.

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note

To display a column that has been hidden, select the sort icon from any of the visible column headers. Select Columns. Check all columns you would like displayed.

Search, Export and Reload

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Field	Description
Search	Search by account or value. Search only returns exact matches.
Export	Select the Excel icon to export the Summary into an Excel spreadsheet.
Reload	Select the rotating arrows icon to reload the page.