For the batch function to be truly useful, you should establish a standard method of naming batches. As the number of batch operations grows, standard naming conventions make it much easier to find and review data. For example, you may use “Deposit 09-01-07” to show the deposit made on 9/1/07, or “PR 03-31-07” to indicate the payroll that was deposited on 3/31/07. Both examples clearly identify what the deposit was so that you can reconcile more easily.
Steps to Create a Batch
You create or define the batch before you begin data entry.
1. Beginning on the Batches page, use the Search feature at the top of the page to ensure the batch you want to create does not already exist. You can narrow the search by Filing Committee, batch name, system generated ID, date range, and open or closed status. By default, the system displays batches for the last 30 days for the default Filing Committee.
2. If no batches were found, click the New Batch button to create a new batch.
3. The Record Edit: Batch page appears. Enter a descriptive name for the batch in the Batch Name field.
4. Today’s date defaults in the Open Date field. Modify if necessary.
5. Leave the Close date field blank for now. Certain functions automatically update this field, or you can manually update when you have finished with the batch.
6. The Receipt Target and Disburs. Target fields allow you to enter the anticipated totals for the batch. For example, if you’re entering receipts, you might enter the amount recorded on the deposit ticket in the Receipts Target field. Aristotle 360 will update the Receipt Entered and Disburs. Entered fields as you assign transactions to the batch, and will display a warning message on the batch if these field amounts do not match.
7. Click the Save changes option on the Options Bar.
Transaction Defaults Panel Pane Options
The Transaction Defaults Panel Pane allows you to set default values for the batch, so you don’t have to repeatedly enter this information as you process the batch.
Receipts and Disbursements Panel Panes
After you enter the batch, you can see the record of your work by clicking the Receipts or Disbursements buttons on the Panel Pane. You could also add transactions to the batch from these panel panes, as well as through Quick Entry.
Searching for a Batch
Unless you delete a batch, all batch records remain in the system and can be accessed and reviewed from the Batches Panel. You can search for a batch by name and/or range of dates, and you can filter the results to show all batches or just Open or Closed batches.
After entering your search criteria, click the Search button and Aristotle 360 will display a list of batches that meets your search criteria.
Opening / Closing a Batch
When you create and save a batch it is considered Open by Aristotle 360 until you mark it Closed. As long as a batch is open, you can add transactions to it. So it’s important to close the batch as soon as you have finished entering data. To close the batch, click the View button next to the appropriate batch on the Batches list page. In the field labeled Close date enter the appropriate date, typically the day you last entered a transaction for the batch.
Printing a List of Batches
If you need a hard copy of your search results, you can click the Print button in the upper right corner of the Batch page. This will open a new window with your list in a printable format.