A/R Batch Listing Report

Overview

Note: Depending on how your system is set up, this desktop screen may also be available as a web screen. For more information, see the Web Screens Getting Started Guide or the help for Sage 300 web screens.

This report lists batches of invoice, receipt, or adjustment transactions that have not yet been posted to customer accounts.

Tip: To enforce a strict audit trail, turn on the Force Listing Of All Batches option on the A/R Options screen. This option prevents you from posting any batches that have not been listed.

When to Print

You should print a batch listing after entering, importing, generating, editing, or posting a batch, and then file it with your other audit trail records.

Information Printed on This Report

The Batch Listing can include the following information, depending on the options you select at print time:

• Batch entry number. This is the number assigned to each transaction in the Invoice Entry screen, Receipt Entry screens, or Adjustment Entry screen. It is a permanent part of the information stored for an entry, and appears on the posting journals and on the unconsolidated G/L Transactions report. Use this number to select an unposted transaction for editing, and to trace the history of posted transactions.

  Note: If you apply a prepayment to an invoice in the Invoice Entry screen, Accounts Receivable assigns the prepayment an entry number in the receipt batch to which you assign it, and the prepayment appears on the receipt batch listing for the receipt batch.

• The transaction type for each entry. More...
  • An invoice batch listing may contain the following transaction types:
    • CR Credit Note
    • DB Debit Note
    • IN Invoice
    • IT Interest Charge
  • A receipt batch listing may contain the following transaction types:
    • AD Adjustment
    • CF Applied Credit (from)
    • CT Applied Credit (to)
    • DF Applied Debit (from)
    • DT Applied Debit (to)
    • ED Earned Discount Taken
    • GL Gain or Loss (multicurrency ledgers)
    • PI Prepayment
    • PY Payment
    • UC Unapplied Cash
    • WO Write-Off

  • An adjustment batch listing can contain adjustment and write-off transactions.

• Job-related information. All types of batches can include information for each job-related transaction showing the contract, project, category, and resource affected by the transaction.

• Optional fields. The report also include the optional field used with transactions if you select the option to show optional fields.

• Additional information. Invoice batch listings also include:

  • Payment terms and due date for invoices.
  • A "t" to indicate payment terms that have been edited.
  • An "r" to indicate that the exchange rate has been edited (multicurrency ledgers only).
  • A "c" to indicate that the customer has exceeded the credit limit.
  • Any comments included on the invoice, when you select the Show Comments option for the report.
  • Information about payment schedules, if any, when you select the Show Schedules option for the report.
  • Salesperson information, if any, when you select the Show Sales Splits option for the report.

• Summary pages.
  • Invoice batch listings include batch totals for the invoices, credit notes, debit notes, and interest charges entered, and a total for the batch.
  • Receipt batch listings include totals for adjustments entered in the batch, discounts taken, and receipts, and a total for the batch.

    In multicurrency ledgers, the summary also contains a summary by currency, listing the total amounts for each source currency in the batch.

  • Adjustment batch listings include totals of debits and credits, and a total for the batch.
  • If you select Job Details, a summary shows the amounts for each contract, project, and category affected by job-related transactions in the batch, and it also shows a total amount for each contract.

• The final page lists the descriptions of symbols that appear on the report (for invoice batch listings only), and the number of entries and batches printed.

  The receipt batch listing final page also lists the general ledger account debits and credits for adjustments entered in the batch.

• Multicurrency information. For multicurrency ledgers, all listings show the currency, rate, and rate date for each transaction. On receipt batch listings, the report includes the currency, rate, and rate date for the bank account and the customer.