About A/R Batch Numbers and Files

Using batches is an important accounts receivable concept. A batch number identifies one batch from another. You can accept the default batch number, of you can assign one yourself. Grouping posting transactions makes it easier to verify the accuracy of your postings.

When you process orders for customers through order entry, each transaction is assigned a batch number from the 9000 series. The following table defines each order entry batch number in the 9000 series:

Batch Number	Description	Terminal
9011	Transfers	All
9012	Credit Returns	All
9013	Cash & Cash Returns POS	Point-of-Sale
9014	CODs	Point-of-Sale
9015	Charges	Point-of-Sale
9016	Cash &Cash Returns Other	Commercial
9017	CODs	Commercial
9018	Charges	Commercial
9019	Finance Charges	All

When you post a payment, you assign postings to a batch number. The batch number can consist of up to four numerals of your own choosing. Develop a system for numbering batches that best suits your business and creates an effective audit trail to trace transactions later. A typical batch numbering method includes:

Batch Numbers Based on the Day's Date.

Batch Numbers Based on Transaction Type.

As you can see, there are many ways to assign batch numbers. You must come up with a method that creates an effective audit trail for your business. (An audit trail is a record of financial transactions, which you can later use to trace these transactions.)