Batched Purchase Orders

When a normal transaction is posted, the Income source/Supplier, Analysis code, Budget and Bank account records are all immediately updated. Batching transactions lets you input data into the system without the records being immediately updated.

This allows transactions to be checked and edited if necessary. It also allows transactions to be held over period ends, so you can keep up to date without compromising the financial data in your system. 

RM Finance will allow you to batch nearly all transactions in the system: budget allocations, income transactions, and expenditure, credit notes, new order,  accruals and journal tranfer transactions, by enabling batch transactions in the Options menu. 

You can access the View/Post batches screen from the Transactions menu. Here you can:

• View batched transactions
• Edit a batched transaction 
• Duplicate batched transactions
• Delete batched transactions
• Post batched transactions
• Add, view or remove attachments

To view batched transactions

 

1. From the Transactions Records menu choose View/Post batches, and select the Purchase Orders tab.

2. Enter some appropriate information to help locate the batched transactions you want, for example the Batch reference, Reference, User initials or date range.
3. Click Search 
   Summary details for the search results are displayed in the Purchase Order lines table. 
   If you want to start a different search, click the Clear icon to reset the search fields. 

To edit a batched transaction

1. In the View/Post batches screen, find the transaction you want to edit (see above).
2. Click on the transaction line and click Edit icon . 
   An Income (or Expenditure) pop-up is displayed. The editable fields are shown in green type. 

1. To edit an existing line, first select it from the list at the bottom (you may need to scroll down) and then make the required changes to the fields under Line details. When you have finished, click Save line.
2. To add a new line, enter the required details in the fields under Line details. When you have finished, click Save line.
3. When you have finished making changes, click Save to return to the View/Post batches screen.

To duplicate a batched transaction

1. In the View/Post batches screen, find the transaction you want to duplicate (see above).
2. Click on the transaction line and click the Copy icon  . 
3. To confirm the duplication click Yes.

To delete batched transactions

1. In the View/Post batches screen, find the transaction you want to delete (see above).
2. Select the transactions and click the Delete Selected icon on the right of the page. 
3. To confirm the deletion click Delete.

To post batched transactions

1. In the View/Post batches screen, find a transaction you want to post (see above).
2. Select the transaction line and set the Batch toggle switch to Yes. 
   If you want to post all the displayed batched transactions, tick the Batch box in the column header.
3. Click Post, and Post again to confirm.

A green message bar confirms that the posting was successful. 

Add, remove or view attachments

1. In the View/Post batches screen, find the transaction you want to duplicate (see above).
2. Click on the transaction line and click the Paperclip icon. Add, view or delete files attached to this transaction.
3. Click Save to complete the action.

At any time you can view all the bank account balances, by clicking the green £ side tab at the right.