The procedure for entering batches of transactions is similar for every Coins ERP+ module, so it is described here.
In Coins ERP+, you enter most financial transactions (such as invoices or payment certificates) in batches, even if there is only one transaction. Each batch of transactions has a batch number (which Coins ERP+ generates) and a reference (which you give it), either of which you can use later to refer to the batch.
The details of the transactions are held in a batch file, in the order in which you enter them, but Coins ERP+ does not actually update the database until you post the batch. This means that you do not have to complete the batch immediately; you can save the work you have done so far, to complete it at a later stage, or you can change, add or delete the entries in the batch before committing them to the database.
At any time until the batch is posted, you can generate a listing report showing the contents of the batch. Once the batch has been posted, you can generate a posting report (which is the audit trail for that batch). To generate either report, use the Posting Reports procedure in the relevant module.
Each batch has a status, which shows which stage the input of the batch has reached.
Unposted | The batch has been entered and is ready for posting.
|
Posting | Coins ERP+ is currently posting the batch (or possibly, the batch has failed due to a technical problem with your computer). |
Posted | Coins ERP+ has updated the master records, and you cannot make any further changes. Other Coins ERP+ modules can only "see" transactions once they have been posted. |
Cancelled | The batch has been cancelled, and the contents of the batch have been deleted. |
Some batches have a status of 'Incomplete'. This represents a batch that was entered using Coins ERP+ in which the control and actual totals do not agree (for example, not all transactions have been entered).
Batch configuration
There is a batch configuration function in each financial module which allows you to define the standard characteristics for each type of batch transaction, including:
Which control totals are used.
Whether the batch can be forced.
Whether Coins ERP+ posts the batch automatically.
Whether Coins ERP+ generates a posting report.