Create or Edit a Batch

On This Page

• When to Use This
• Create a New Batch
• Edit an Existing Batch
• Have a Batch Post Itself Automatically
• Related Reading

A batch groups the transactions you post to your general ledger. Use these steps to create a batch, update its details, or schedule it to post automatically.

When to Use This

Use these steps when you need to open a batch for a business unit and date, or when you need to change a batch’s name, notes, date, or automatic posting time. To close, verify, archive, reopen, or delete a batch, see Close, Reopen, or Delete a Batch.

Prerequisites

• Permission to create batches if you’re opening a new batch, or permission to edit batches if you’re changing an existing batch.
• The business unit you choose must have an open fiscal year that includes the batch date. If it does not, Rhythm cannot save the batch.

Create a New Batch

1. Go to Finance & Billing › Batches and select Create Batch.
2. Choose the Business Unit: for the batch. This also sets your working business unit.
3. Enter a Name: for the batch. As you type, Rhythm suggests an ID: based on the name and adds your business unit’s identifier to the beginning. You can change the ID only while you’re creating the batch.
4. Set the Date:. Rhythm uses this date to determine the fiscal year and period for the batch.
5. Leave Status: as Open, add any Notes/Description, and select Save Changes.

Result

Rhythm creates the batch and opens its page.

The date must fall within an open fiscal period for the selected business unit. If it does not, Rhythm refuses the save and tells you it could not find an open fiscal year for that date and business unit. Rhythm creates the batch in the business unit’s base currency, so you do not choose a currency.

A manually created batch that stays empty is not automatically deleted just because nothing was added to it on the day you created it. Under normal conditions, it remains open until you delete it or take another action on it.

Edit an Existing Batch

1. On the batch’s page, open Batch Options and select Edit Details....
2. Change the batch’s Name:, Date:, Status:, notes, or automatic posting time.
3. Select Save Changes.

Result

Rhythm saves your changes and returns you to the batch’s page.

You cannot change a batch’s business unit after you create it. If you change the batch date, the new date must fall within an open period for the same business unit. Rhythm refuses to move the batch into a closed period, but after a date change succeeds, Rhythm does not block later edits if that batch date is closed later.

Warning

You cannot edit a batch while it has been in Posting status for five minutes or less. If posting is taking longer than that and you need to make a change, wait until five minutes have passed, or see Close, Reopen, or Delete a Batch for how to recover a stuck batch.

Have a Batch Post Itself Automatically

Instead of posting a batch by hand, you can schedule it to close and post at the date and time you choose.

1. On the create or edit form, find Automatically Close & Post and switch it to Enabled.
2. Set Date/Time to Close:. If you leave it blank, Rhythm uses 5:00 PM today.
3. Select Save Changes.

Result

Rhythm saves the automatic posting time. The batch posts itself at the time you chose, using your local time.

Automatic posting works only when you save the batch as Open. If you set an automatic posting time and then save the batch in any other status, or if you turn the switch back off, Rhythm removes the posting time without showing a separate message. If you’re relying on automatic posting, confirm the batch is still Open and the time is still set before you move on.

Related Reading

To close, verify, archive, reopen, or delete a batch, see Close, Reopen, or Delete a Batch. To find a batch you already created and review its contents, see Find and Review a Batch. Business units and their base currencies, fiscal years, and periods are set up separately in Finance & Billing configuration.