Batch Process Statements

This feature allows you to generate disbursements or journal entries automatically based on finalized company statements. You can filter statements and select the statements to process. Opt to leave these as disbursements/journal entries, or print the checks for these statements immediately.

If the Journal Entry Approval Process is enabled, only journal entries with an Approved or System Approved status affect General Ledger balances and display on reconciliation screens. Journal entries with a Working, Submitted, or Rejected status are excluded.

Note: This article contains printing instructions that are only applicable if Applied Epic is installed locally on your computer. If you access Epic through a web browser such as Google Chrome, Mozilla Firefox, or Microsoft Edge, you cannot print directly from within the system. See Printing for more information about the printing capabilities available from Epic Browser. All other steps in this article are applicable to both methods of accessing Epic unless stated otherwise.

Access the Disbursements area, Reconciliations area, or Vouchers area.
1. To access the General Ledger area from the Home screen, do one of the following:
1. - Click General Ledger on the navigation panel.
  - Click Areas > General Ledger on the menubar.
  - Click the down arrow next to Home on the options bar and select General Ledger.
To access the General Ledger from another area of the program, do one of the following:
- Click Home > General Ledger on the menubar.
- Click the down arrow next to Home on the options bar and select General Ledger.
1. Click Vouchers on the navigation panel or Areas > Vouchers on the menubar.
1. To access the General Ledger from the Home screen, do one of the following:
1. - Click General Ledger on the navigation panel.
  - Click Areas > General Ledger on the menubar.
  - Click the down arrow next to Home on the options bar and select General Ledger.
To access the General Ledger from another area of the program, do one of the following:
- Click Home > General Ledger on the menubar.
- Click the down arrow next to Home on the options bar and select General Ledger.
1. Click Reconciliations on the navigation panel or Areas > Reconciliations on the menubar.
1. To access the General Ledger area from the Home screen, do one of the following:
1. - Click General Ledger on the navigation panel.
  - Click Areas > General Ledger on the menubar.
  - Click the down arrow next to Home on the options bar and select General Ledger.
To access the General Ledger from another area of the program, do one of the following:
- Click Home > General Ledger on the menubar.
- Click the down arrow next to Home on the options bar and select General Ledger.
1. Click Disbursements on the navigation panel or Areas > Disbursements on the menubar.
Do one of the following:
- Click Actions > Batch Process Statements on the options bar.
- Click Actions > Batch Process Statements on the menubar.
- Right click on a disbursement and select Batch Process Statements.
The Batch Process Company Statements screen displays.
Payable Entity is selected by default in the list. Select the All radio button to choose all payable entities, or click the Selected radio button to choose specific ones.

If you choose the Selected radio button, select a company in the dropdown menu. To process statements for specific company contracts, click the <All> Contracts link.

Click Add.

To add another entity, repeat these steps.

Selected companies display in the list. To remove a company from the list, highlight it and click the Delete button to the left of the list or press [Delete] on your keyboard.
Click Agency in the list and repeat step 3 to choose an agency or agencies.
The Due Date, Date Finalized, and Date Approved criteria allow you to choose a date range. You can choose All dates or enter a Date Range.

To choose a date range, enter a From date or select a date from the dropdown calendar. To leave the From date open, select the Open checkbox above the field.

Enter a Through date or select a date from the dropdown calendar. To leave the Through date open, select the Open checkbox above the Through field.
The Status criterion lets you include or exclude Finalized and Approved items.
Select the Bank Account from which you are issuing payment.
The Effective date and Accounting month default, but you can change them as necessary.
Enter a Description for the batch process.
Select the Voucher checkbox if applicable.
Click Detail to continue.

Bank account information displays at the top of the Batch Process Statements window. Two tabs are available:

Statements
1. Select the columns you want to view in the list if necessary.
  1. Click the Select Columns link label.
  2. Select the checkbox for each column you want to display.
  3. Click Finish or press [Enter].
2. The list displays all statements that match your search criteria. Deselect the checkbox beside any statement you do not want to pay. If you only want to pay a few statements, click the Deselect All link label and select the checkboxes for the statements you want to pay.
3. Select the Print Checks checkbox if applicable.
4. Select the Generate remittance statements checkbox if applicable. If you select this option, choose a template from the dropdown menu and optionally select the Send remittance statement to company contact checkbox.
5. If you opt to generate remittance statements, click the Remittance statement distribution tab.
Remittance Statement Distribution
1. To change the circumstances under which you are notified that the document has been sent, click the Change Notification Settings link label, select the desired radio button, and then click Finish or press [Enter]. These are the notification options:
  - Notify if unsuccessful only
  - Notify if successful or unsuccessful
  - No notification
2. To choose a contact to whom to send the statements, click the lookup button to the right of the Contact field and select the appropriate person in the pop-up window that displays.
3. In the Via field, choose a contact method:
  - Email
    In the Delivery Options section, use the Attach as radio buttons to attach the statements as PDFs or Microsoft Excel files.
    
    In the Email/Fax Details frame, select the sender’s email address from the From dropdown, or click the Change Sender link label.
    
    If you click Change Sender, the Change Sender pop-up window displays.
    
    Select an email address from the dropdown.
    
    Click Finish or press [Enter] to accept the changes, or click Cancel to discard them.
    
    The highlighted contact’s email address populates the To field, but you can enter additional email addresses manually if necessary (separating them with semicolons) or click the To button to open the Contact Address Book.
    
    If necessary, enter Cc and Bcc email addresses fields (separating them with semicolons), or click the Cc or Bcc button to open the Contact Address Book.
    
    Enter a Subject for the email.
    
    Enter a Message to display in the body of the email. Use the formatting ribbon to format text and add images or links if necessary. Hover over each button to display its function in a tooltip.
    
    If necessary, select a Template to apply to the email. The Branding Profile and Email Signature associated to the selected template default, but you can change these dropdown selections if necessary. To restore the default Email Signature (or clear the signature if no default is set) click the Refresh link label.
    
    To preview the email, select Show message as the recipient will see it. If the selected Template includes merge variables, the variables populate in the preview so you can see the message as the recipient will.
    
    In the Delivery Options frame, choose to send the email Now, or Schedule it to send it later. If you choose Schedule, enter a date and time for the email to send.
    
    Click the Preview button to display any attachments that will be included with the email.
  - Fax
    You are prompted, "A sender must be defined for the outgoing fax." Click OK.
    
    In the Change Sender pop-up window, enter a Name or select a Name from the dropdown menu. Complete the remaining fields and click Finish or press [Enter].
    
    Enter the Fax number if it does not default.
    
    Enter a Subject for the fax.
    
    Optionally enter a Message to print on the fax cover sheet.
    
    Select a fax Cover page.
    
    To change the Language of the selected Cover page, select it from the Language dropdown menu.
    
    Note: You must set up a Cover page in all desired languages in Fax Cover Page Configuration to make these languages available for selection from this dropdown menu.
    
    To see a preview of the fax cover page, click the Preview link label to the right of the field.
    
    To change the name of the person who is sending the fax, click the Change Sender link label. In the window that displays, select a new Name, fill in the other pertinent fields, and click Finish or press [Enter].
    
    Choose to send the file Now or Schedule it to be sent later. If you choose Schedule, enter a date and time for the file to be sent.
    
    Click Finish.
  - Print
    Select a Printer in the dropdown menu, or click Change Printer Settings to display the Print window.
    
    Choose to print the file Now or Schedule it to print later. If you choose Schedule, enter a date and time for the file to print.
    
    Click Finish.

Click Finish.