How to Enter Batches in Sage X3

Batch processing in an ERP system refers to a method of transaction processing where your system collects data over a small period of time before processing and posting entries to your general ledger. Instead of processing each journal entry as it comes into your system, entries are "queued up" so that your ERP system can process them all at once.

Sage X3 makes it easy for you to enter and manage batches in your system. In this blog post, we'll show you how to use the batch entry function allowing you to enter multiple journal entries - which can be from different sources or locations - all prior to validation and posting. 

Lets take a closer look ...

Getting Started ...

Generally speaking, you enter journal entries every month which usually requires you to validate and post each entry one-at-a-time. Alternatively, batch Entry in Sage X3 allows you to enter multiple journal entries so that they can be validated and posted at once, saving you time and improving efficiency.

To get started head over to Financials > Journals > Batch Entry Task ...

Step 1: Create a New Record

To begin entering monthly expenses, click on New Record in Sage X3.

Note: The Batch Code field will be grayed out, this field will be automatically generated when the batch is created.

Next, type the Entry Transaction code (also known as the User Interface), Site code, Journal code, and a Description.

Step 2: Enter Transaction

To begin entering a transaction, select Yes and enter the Document Type. 

Note: The document type must be authorized by the journal code.  

Finish entering the transaction by filling in the Date, Currency, Site, Account Number, and finally the amount of the transaction under Debit. 

Step 3: Enter Balancing Transaction

Now you need to enter the balancing figure in Sage X3. For each line that's associated with the journal entry select No as the Document Type. Next, enter the Account Number and the balancing figure. 

Choose Balance in the dropdown menu under Credit and enter the amount.

Repeat Steps 2-3 to enter as many transactions as you would like for that particular batch ...

Step 4: Click "Create"

Once you're finished entering transactions, click Create to create the batch number (notice that the batch code field is automatically populated). 

Now your batch is ready for Validation and Posting. When the batch has been validated, the Validation Flag will display "Yes." Once it has been posted, the box next to Posted will be checked off. 

Note: You can save a batch that has not been posted ... However, it will not be posted until all entries are in balance. 

And there you have it! Now you know how to enter multiple entries in batch entry in preparation for validation and posting.

See It In Action!

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