Use the Receipt Batches window to create receipt batches or to query existing batches. Batching receipts lets you:
View the difference between your control and actual batch counts and amounts as you process your receipts. These differences can alert you to data entry errors, missing or lost receipts, or duplicate entries.
Group related receipts together to share default attributes such as receipt class, receipt method, and automatic numbering.
Manage the time-consuming task of data entry. For example, you have many receipts to enter and want to divide the work among several people. You can create one batch and have each person entering receipts add them to the same batch.
You can add duplicate receipts to a batch. Duplicate receipts are receipts that have the same number, amount, and customer information.
You can post a receipt batch to your general ledger regardless of its status. You can delete a receipt batch only if it does not contain any receipts.
If you are remitting receipts, see: Creating Remittance Batches.
Receivables lets you add receipts denominated in different currencies to a batch. However, the total in the Receipt Batches window reflects amounts entered in all currencies, not the batch currency. For example, if there are two receipts in a batch, one for 400 USD and one for 200 EUR, the total amount for this batch is 600, regardless of the batch currency.
Note: You can specify how many spaces are available to the right of the decimal point when displaying numbers representing different currencies using the profile option Currency:Mixed Currency Precision. See: Profile Options in Oracle Application Object Library.
Attention: The GUI versions of Oracle Receivables let you enter receipts both individually and as part of a batch. Previous versions (i.e. character mode) required that you either entered receipts as part of a batch or entered them individually (in the latter case, you could not create batches at all). As a result, if you are using Receivables in character mode, you can only query receipts that were entered in the GUI version if they are part of a batch.
A batch has a status that indicates whether it is complete. Receivables automatically updates the status of a receipt batch when you add new or apply existing receipts in the batch. A batch can have one of the following statuses:
New: This is a new batch that does not yet contain any receipts.
Out of Balance: The actual count and amount of receipts in this batch do not equal the control count and amount.
Open: The actual count and amount equal your control count and amount. However, you have one or more receipts that are unidentified or unapplied.
Closed: The actual count and amount match the control count and amount and there are no receipts that are either unidentified or unapplied.
Prerequisites
Navigate to the Receipt Batches or the Receipt Batches Summary window.
Choose a Batch Type of Manual Regular.
Enter a Batch Source. If you have defined the profile option AR: Receipt Batch Source, Receivables uses this as the default batch source, but you can change it. The batch source determines default attributes for receipts within this batch, including receipt method, receipt class, and whether receipt numbers are assigned automatically.
Receivables uses the receipt method to determine the accounting and remittance bank accounts for this receipt. The receipt class determines the processing steps for this receipt.
Note: If a user has access to multiple organizations, Receivables does not default the receipt batch source in Receipt Batches and Receipt Batches Summary windows.
Enter a unique Batch Name. If Automatic Batch Numbering for the batch source you entered is Yes, Receivables assigns a batch name when you save.
Suggestion: If you use good naming conventions for your batches, you can easily find a batch or individual receipts within a batch for review.
If the currency for this batch is different from your functional currency, enter the Currency and exchange rate information. See: Foreign Currency Transactions.
Note: Receivables uses the batch currency as the default for each receipt that you add to this batch. However, you can add receipts to a batch that are in different currencies.
Enter the Batch, GL, and Deposit Dates for this batch (optional). The default batch and deposit date is the current date, but you can enter a different date. The default batch GL date is the last day of the most recent open period. You can change this date, but it must be in an open or future enterable period. The batch GL date provides the default GL date for each receipt in this batch.
Receivables uses the deposit date as the exchange date when the receipt currency is different from your functional currency. If you later change the deposit date, then Receivables also updates the exchange date.
Enter the Receipt Class, Receipt Method, and Bank Name for this batch. The batch source provides default values, but you can change them.
Note: You can only enter receipt methods assigned to this receipt class. You can enter any bank account assigned to the receipt method if the account is in the same currency as the receipt, or the Receipt Multi-Currency flag for this remittance bank is set to Yes.
Enter the total number and amount of receipts that you want to add to this batch in the Control Count and Control Amount fields.
To add receipts to this batch, choose Receipts. Receivables saves your batch information. See: Entering Receipts.
When you add receipts to this batch or apply, unapply, reverse, or adjust receipts that are part of this batch, Receivables updates the batch totals. See: Receipts Field Reference.