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USAS User’s Manual –
Chapter 7 – Transaction Entry (continued)

How to Balance and Release a Batch

About this Procedure

This procedure assists users with balancing and releasing a batch for processing.

Note: The user ID of the person releasing the batch will be attached to the documents within that batch designating the person who authorized/certified the batch.

Note: The procedure assumes the user understands how to process a transaction in USAS.

Special Note: Users must re-release a batch if transactions were added or changed in an existing batch with Edit Mode 2, status A (awaiting approvals). The status of these batches will be Edit Mode 2, H (hold).

  1. Logon to USAS. See logon procedures in Chapter 3 – Navigation.
  2. Select Main Menu Option D and press Enter.
  3. Select Option 50-Enter Accounting Transaction to access Batch Header Entry.
  4. Enter a batch header.
  5. On the Transaction Entry screen, process the desired transaction.
  6. Press F6 or Enter to process the record.
  7. Press F9 for the 502 Batch Balancing screen. The system will generate the Batch Header information automatically.

    Note: Three different messages can be received on this screen:

    • “THIS BATCH IS BALANCED...PLEASE SELECT APPROPRIATE ACTIO”
    • “WARNING...DOCUMENT AXXXXXXX NOT IN BALANCE”

      In this case, the total of the individual transactions in a document do not sum to the document amount entered on the transactions.
    • “WARNING...BATCH NOT IN BALANCE”

      In this case, the entered count and/or amount on the batch header do not equal the actual computed count and amount.
    Transactions which have been approved (per the 37 Document Inquiry screen) cannot be changed unless the transaction is in error (Edit Mode 3).
  8. In the Action field, type R
  9. Press Enter.

Note: To return to a blank 500 Batch Header screen, press Enter.

Return to Chapter 7 Table of Contents