Creating a New Batch

A batch records the number of payments and payment amounts processed through Personify360 while the batch is open for editing.

For more information on best practices, please see Batch Creation Best Practices.

To create a new batch:

1. From the default home page or Accounting Central screen, click Create a Batch.
Alternatively, from the Personify360 main toolbar, select Accounting > Batch Control. Additionally, if a batch is not already open, click the [No Batch Opened] button next to your persona, as shown below.

The Batch Control search screen displays, as shown below. By default, the logged in user displays in the Authorized User drop-down. Only users belonging to the organization unit of the logged in user are available in this drop-down.

If a batch is already open, the Batch Control screen displays detailed information about the batch. Only one user can access a batch at a time. If you try to open a batch already opened for “Editing” by another user, you will receive an error stating, "The batch you are trying to access is already opened by someone else. You cannot access this batch until it is closed by the other user". To close a batch, click Close Batch from the Work with this Batch task menu.

2. Click Create New Batch.
The Batch Control screen displays, as shown below.

3. If necessary, change the automatically generated unique Batch ID number.

4. Select the Batch Type from the drop-down.

5. By default, the Batch Date is set to today. If necessary, select a different date.

If you change the Batch Date, the system will ask if you want to regenerate the Batch ID.

6. By default, the Operator is set to the logged in user. If necessary, select a different user or select a User Group that can process the batch.

7. Enter a Description of the batch.

8. If necessary, check the POS checkbox.
If there is sales tax for the jurisdiction in which the sales are being made and this checkbox is checked, perform the following:

a. Click the + next to Point of Sale Information.

b. Select the POS Country from the drop-down.

c. Click the POS State link and select the appropriate state from the chooser.

d. Enter the POS County.

e. Enter the POS City.

f. Enter the POS Postal code.

g. Select the POS Warehouse from the drop-down.

9. If necessary, check the Settled Credit Cards checkbox.

10. The grid at the bottom of the screen populates with the receipt types marked as "Default for New Batch", as defined on the Organizational Unit Maintenance > Receipt Types and Cash Accounts screen for the org/org unit of the logged in user. To add additional receipt types, perform the following:

a. Click Add Receipt Type.

b. From the Receipt Type Detail section, select the Receipt Type from the drop-down.

c. The Currency automatically populates and is read-only.

d. If necessary, change the Exchange Rate.

e. If necessary, click the Debit (Cash Account) link to select a different account.

f. If necessary, change the Control Count.

g. If necessary, change the Actual Control Amount.

11. Click Save.

12. If necessary, click Open Batch. For more information, please see Opening a Batch.

At the end of the day, make sure to close the batch for editing.

Screen Element	Description
Batch Header Detail
Batch	Text box. The automatically generated unique batch ID number. The batch ID is formatted based on the DEFAULT_BATCH_FORMAT application parameter. Your organization should have documented policies and procedures regarding Batch IDs.
Batch Type	Drop-down. The type of batch. See Batch Types for more information on which batch type to choose.
Batch Date	Data drop-down. By default, is set to today and is used to generate the badge ID. If you change the badge date, the system will ask if you want to regenerate the badge ID. This date should match the deposit date for payments.
Description	Text box. The user-defined description of the batch.
Operator	Drop-down. By default, is set to the logged in user and indicates the user assigned to process the batch. All users defined for the org/org unit of the logged in user display for selection. Alternatively, you can select a group to assign to the batch.
User Group	Drop-down. The security group assigned to process the batch. Only security groups defined for the org/org unit of the logged in user display for selection. Be aware that only one person in a security group can access the batch at one time.
POS	Checkbox. When checked, add the Point of Sale Information, as described in the next step. For more information, please see Point of Sale (POS) Batches. If there is sales tax for the jurisdiction in which the sales are being made and this checkbox is checked, fill out the information in the Point of Sale Information section.
Settled Credit Cards	Checkbox. If your association uses a lockbox or other outside services to process your credit card receipts, you still need to enter the orders into Personify360 for accounting purposes. Check if you are creating a batch for pre-settled credit card receipts already processed outside of Personify360. When you finish creating the receipts and close the batch, Personify360 records the transactions for the credit card receipts, but does not create any deferred receipts for the transactions, nor does it send any information to a payment gateway or attempt to capture the receipts through CCP610 since a lockbox or outside service already settled them. It only records the transactions in the Personify360 database. As of 7.4.0SP1, the system will follow specific rules to validate credit cards using a pre-settled batch. If user enters full numbers (all numerals and length equal to length of the credit card from receipt type definition (like 4111111111111111), the system will validate the credit card. If the user enters non numeric data (like 41111111, then the system will insert more asterisks to make it full length (like 4111*****1111) and will not validate the credit card. If the user enters numeric data less than the required length (like 1111), then the system will prefix asterisks to make it full length (like **********1111) and will not validate the credit card. If the user enters less than 4 numeric digits or a length that is more than what is defined in APP003, then the system will display a validation message. The system will accept alphanumeric characters.
Point of Sale Information
POS Country	Drop-down. The country defined for the POS batch. By default, the country with the lowest Display Order as defined on the Country and State Code Maintenance screen is selected.
POS State	Text box. The state defined for the POS batch.
POS County	Text box. The county defined for the POS batch. POS Country and POS State must be selected before you can choose the POS County.
POS City	Text box. The city defined for the POS batch. POS Country and POS State must be selected before you can choose the POS City.
POS Postal	Text box. The zip code defined for the POS batch.
POS Warehouse	Drop-down. The warehouse defined for the POS batch. Warehouses available for selection are defined on the Warehouse Definition screen.
Receipt Type Detail
Receipt Type	Drop-down. The type of receipt to be added to the batch. The rest of the information in the Receipt Type Detail section automatically populates based on the values defined on the Receipt Types and Cash Accounts screen for the selected receipt type.
Currency	Read-only. The automatically populated currency of the selected receipt type, as defined on the Receipt Types and Cash Accounts screen.
Exchange Rate	Text box. The percentage difference between the foreign currency and the base currency. This field automatically populates based on the selected receipt type, as defined on the Currency Exchange Rate Maintenance screen. If the selected receipt type uses the base currency, this field is read-only.
Debit (Cash Account)	Link. The automatically populated debit account that is used for cash transactions of the selected receipt type, as defined on the Receipt Types and Cash Accounts screen.
Control Count	Text box. The number of transactions that will be added to the batch. This field will be disabled for adjustment, direct posting, rapid direct, and refund batches. A deferred batch cannot be posted unless the control count within each receipt type matches the actual count referenced.
Actual Control Amount	Text box. The total dollar amount of transactions that will be added to the batch. This field will be disabled for adjustment, direct posting, rapid direct, and refund batches. A deferred batch cannot be posted unless the amount within each receipt type matches the actual control amount referenced.
Add Receipt Type	Button. When clicked, a new row is added to the grid below and the fields in the Receipt Type Detail section become enabled.
Delete Receipt Type	Button. When clicked, the selected row in the grid below is removed.
Open Batch	Button. For more information, please see Opening a Batch.
Close Batch	Button. For more information, please see Closing a Batch.