Managing HQ Batch Control
HQ Batch Control lists every system batch (created from posting programs such as AP Transaction Entry, GL Journal Transaction Entry, and PR Timecards). You can edit only Restricted Access, Status, and In Use/Posted By, and only under the conditions below. Everything else is display-only.
Restrict this form to administrators when possible. Many sites leave Batch Control security off until needed so users cannot unlock or reopen batches casually.
Before you start
- Confirm the user is not actively in the batch before clearing In Use/Posted By.
- You may manually change Status only when status is below 4, and only to 0-Open. Status 4, 5, or 6 cannot be forced open via the Status field.
Find a batch
- Open HQ Batch Control.
- Enter Company, Month (month the batch was created), and Batch ID (F4 lists batches for that month).
- Review display fields: Source (originating form), Batch Table (4-character primary batch table), Created By, Date & Time Created, Posting Date, Date & Time Closed. GL entry batches may show Posted to Adjustment Period. PR timecard batches may show PR Group and PR Ending Date.
Restricted Access
Enabled only if your login created the batch and Status is not 5-Posted Successfully or 6-Cancelled. Checked = only the creating login can open it; unchecked = any user with like security can add/edit/delete in the batch. This overrides the restricted/unrestricted choice made on Batch Selection when the batch was opened.
Example: keep a year-end GL journal batch restricted so others cannot use it. Audit file name for a batch is on the HQ Batches report.
Status values
Status is disabled when status is 4, 5, or 6. Manual change only if status is less than 4, and only to 0-Open.
| Status | Meaning |
|---|---|
| 0-Open | Assigned at creation; stays while there is detail and posting has not started |
| 1-Validation in Progress | Set by validation |
| 2-Validation Errors | Errors found; can print audit and error list; cannot post |
| 25-Validation Warnings | Warnings found; can print audit and error list, then post |
| 3-Validation OK | Can print audit and distribution lists, then post and purge |
| 4-Posting in Progress | Set by update/post. If interrupted, stays here and is not revalidated |
| 5-Posted Successfully | Batch updated successfully |
| 6-Cancelled | Empty batch closed, or cleared via File > Clear Batch on a batch process form; can be reopened |
Clear stuck In Use / finish interrupted posts
In Use/Posted By shows who is using the batch or who posted it. While populated, no other user can open it. Disabled when Status is 5 or 6. You may clear it if Status is not 5 or 6.
- Open HQ Batch Control and find the batch.
- If Status is 4-Posting in Progress (interrupted update): clear In Use/Posted By, then finish the update from that module’s batch process form. Do not force Status back to Open.
- Power failure: clear In Use/Posted By, then complete the update. Software error: clear the field and still contact Software Support.
Without HQ Batch Control security: on Batch Selection, select the batch, right-click In Use By / In Use/Posted By, and choose Unlock Batch. Unlock works only when your username is in that field. To clear another user’s lock, you need HQ Batch Control access.
View cleared batches / attachments
- Batches cleared with File > Clear Batch on any batch process form appear here as 6-Cancelled. Who cleared it: VA Other Event Statistics report.
- There is no Delete control on HQ Batch Control. Delete lines on the module entry form; they count only after the batch posts.
- For posted batches with Attach Batch Reports to HQ Batch Control enabled in that module’s company parameters (Audit Options), open the paper-clip attachment on the batch to view the batch report.
Notes
- Never set a posting in progress batch back to Open; complete or resolve the post first.
- Related: GL Journal Transaction Entry, GL Month End Close.