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Home > Direct Bill / City Ledger > Direct Bill Procedures > Transaction Batches

Direct Bill / City Ledger - Transaction Batches

You should update your Direct Bill batches daily or as often as practical.  Otherwise, transactions will accumulate until they become unmanageable and possibly cause data corruption.

 

Batches are created in several ways:

  1. When a DB payment is posted to a folio in Execu/Suite PMS.
  2. When a charge is posted via Enter Transactions in Direct Bill Customer Processing
  3. When an Open Item Payment is posted in Direct Bill Customer Processing.
  4. When an A/R CHARGE is posted in Execu/Touch POS.
  5. When fixed charges are posted in Membership Billing.
When a DB payment is posted to a folio in Execu/Suite PMS
  • A DB transaction (customer invoice) will be created when Create Direct Bill Postings* is run from the Night Audit menu. *Your menu might have a different program description such as Create General Ledger/City Ledger Postings or something similar. 
  • These transactions will be located on the computer designated in the Night Audit section of the Execu/Suite Parameter Record. This may or may not be the computer on which night audit procedures are performed. The batch should be updated on the computer designated in the Parameter Record.

 

When a charge is posted via Enter Transactions in Direct Bill Customer Processing
  • The charge will create a transaction in the batch on the computer where the charge was posted. The batch should be updated on this computer.

When an Open Item Payment is posted in Direct Bill Customer Processing
  • The payment will create a transaction in the batch on the computer where the charge was posted. The batch should be updated on this computer.
  • See Open Item Payments.

When an A/R CHARGE is posted in Execu/Touch POS

 

View the Batch

 

If you wish to view the batch prior to updating, go to Direct Bill (City Ledger) > Customer Processing > Enter Transactions.

  • Items in the current batch for that terminal will display.

  • Each terminal will have its own batch.



  • In the example above, Sequence 1 is a payment. Sequences 2 & 3 are charges.

  • The two charges are transfers from Guest Ledger (hotel), posted when Create gen ledger/city ledger postings was performed at night audit. This is how the DB payments posted into hotel folios come across into Direct Bill (City Ledger.) 

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Before Printing the Batch

 

The batch cannot be reprinted once it has been updated.

 

To save it as a PDF or text file:

  • Before you try to print and update the batch, go to File > Select Printer > Preview (Print to Your Screen):

  • When you Print and Update the batch, a Print Preview window will open, allowing you can to print the document or save it as a PDF or text file.


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Print and Update Batch

 

Go to Direct Bill (City Ledger) > Print and Update Transaction Batch.



A popup will ask if you want to update the batch now.

 

Select Yes if you would like to update it now. It will print and update. 

 

Select No if you would like to print it first and update it later. If you print it only, remember to go back in and update the batch promptly.

 

Note: The batch cannot be reprinted once it has been updated.

 


Sample Batch Report (Transaction Edit Report)
  • The transactions in blue outline are charges.
  • The transaction in red outline is a payment, showing the invoices to which the payment was applied.



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Errors​

 

If there are errors in the batch, you will not be able to update the batch until the errors are fixed.

 

You will see the following error message:

Errors Exist. Press <Ok> to continue without update...

 

  • To see what is wrong, press Ok to print the batch without updating.
  • Most likely some kind of invalid character was inserted or there is a problem with the account code.
  • Once you fix the problem, you will be able to update the batch.
  • If you are unable to fix the problem transaction, you can delete the line and re-enter it manually.

Corrupt Batch Number

 

 

 

If you see symbols like ? ! # & $ ) instead of a batch number when updating a batch, it is because the batch number is corrupt.

  • The actual transactions are not corrupt, only the batch number.
  • The batch can still be updated!
  • It will appear with a symbol instead of a number on the Transaction Edit Report.
  • Contact Support for instructions on deleting the corrupt files.

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See Also:

 

Transaction Batch Update Report






Article ID
 transaction_batches
Views
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Last Modified
 7/25/2024 8:56 PM