Once you complete the Daily Close-Outs, transaction information will display in the Finance Batch Export tab.   

The Batch Summary, which includes all information on the Daily Close Out, also displays:

• General Ledger Codes/Descriptions with the appropriate amounts debited/credited
• Total (Cash & Equivalent) Receipts by Payment Type: Outlines the Payment Type, Payment Count, and Total amount, itemized by payment type

Important Note

• The Finance Batch Export tab is only viewable by Administrators and users who have the Create Financial Batch permission. Learn how to assign user group permissions. 
  

Instructions

1. Navigate to Financial > Close Out
   
   
2. Select the Finance Batch Export tab
   
3. Set filters
   
   
   • Transaction Date/Time: Input the date/time you want to run
     • Note: This will default to the current date, from 12 AM to 11:59 PM. You must change this if you want to look for a previous date or if you want to narrow the time frame.
   • Receipt Location: Select locations to include in the export
     • Note: If you do not see a location on the list, you will need to ensure that Collects Revenue is checked on its edit page.
     • Note for Frontline Staff/Management: Best Practice is to generate a report for your physical locations and for the Website transactions as well. The Website option shows as an option to select in the locations list.
   • Workstation: Select workstations
   • Note: This will generate the Batch Summary, which includes all information as outlined on the Daily Close Out plus:
     • General Ledger Codes/Descriptions with the appropriate amounts debited/credited.
     • Total (Cash & Equivalent) Receipts by Payment Type, which outlines the Payment Type, Payment Count, and Total amount, itemized by payment type.
4. Click Run Report
   
   
5. View the report
   
6. (Optional) Click Print Batch at the top to print the report
   
7. Click Generate to export the report
   
   
   • Note: Please ensure the accuracy of your batch. This batch can only be amended by Finance.
8. Add an Optional Label Name and click Generate
   
   
   • Note: If you leave it blank, the system will apply your initials and timestamp as the label for the batch.
     
9. Click OK to confirm
   
   
   • Note: This will redirect you to the Report/Export History tab, where you will be able to see all Batch Reports for the last 180 days.
10. View options for Revenue Export, Refund Export, and GL Summary Reports for each Batch Report
    
    
    • Note: You can use these exports (optionally) in place of a Financial Export from CivicRec to import into your Finance Software.
    • Note: You can also click Unbatch if you need to go back a step.