When a payment batch is not available from a van line through either a download or external database, then a user can create one using the New function provided in Payment Management. This option should only be used when a batch is not available from the van line. Further, a company should avoid entering bank deposits and cash receipt items as manual batches.
The purpose of a creating a manual batch is to fill-in gaps between imported van line statements or Cash Receipt batches. If a manual batch is deemed necessary, a user can add one as described below.
Creating a manual payment batch
1. In MoversSuite,
2. Access Payment Management,
3. Press the New button and the Create New Batch dialog will appear,
Figure 7: Create New Batch dialog
4. Enter a Name for the batch such as to be readily identified, such as “Van Line Statement 9/30/09”,
5. Enter or Select a Journal Date for the batch. The journal date is typically the date that funds were transmitted,
6. Select a Branch of the agency that the batch is being processed under,
7. Enter a Control Amount to representing the total dollar amount of the funds transmitted for the batch,
8. Select the appropriate Cash/Clearing Account to use for posting account transactions,
9. Press Save to add the batch record to the database. Once complete, the new batch will appear within the data grid in Batch Management with a Status of Manual. Statement items can be added to the batch within the Detail Processing tab.
Once a batch has been defined, items can be added to establish the transactions that comprise the batch details. Detail records must exist within a batch before it can be split or applied.
RELATED TOPICS:
Applying a Cash Receipts Batch