Automatic Batch Back Office Setup

In order for auto batch creation to function successfully, the following back office setup needs to be completed prior to using auto batch functionality. The back office setup for automatic batches includes:

• System Types and Codes
• Application Parameters
• Receipt Types Setup
• Security Group Setup
• Persona Setup

System Types and Codes

USR_BRANCH
The Option 1 value for USR_BRANCH must be set to Y.
The Option 2 value for USR_BRANCH must be set to a two character code to be used for auto batch. For example, the Downtown branch would have a code of 'DT'.

Application Parameters

USR_Y_SINGLE_MULTIPLE_RECEIPT
This parameter will determine whether a single receipt type will be needed for the whole organization or multiple receipt types by branch.

• If parameter is set to SINGLE only one of each receipt type is required for the organization and will default for all branches. e.g. Visa, Check, MasterCard.
• If parameter is set to MULTIPLE each receipt type will need be setup for every branch with the first two letters as the Branch Code. e.g. AO_Visa, AO_Check, AO_MasterCard.

Receipt Types Setup

1. From the Accounting tab, select Accounting Setup > Organization Unit Definition
   The Organizational Unit Maintenance screen will display.
   
2. Search for and select your organization.
3. From the Default GL Accounts task category, select Receipt Types & Cash Accounts.
   
4. The Receipt Types & Cash Accounts screen displays, as shown below.
   
5. For all receipt types that will be used in creation of an auto batch, make sure the Default for New Batch checkbox is checked. This checkbox tells the system to use the receipt type for an automatic batch.
   

Security Group Setup

Auto batch creation is controlled by security group. Each branch that will be using auto batch functionality must have a security group.

• Security Group ID
  The security Group Id must be equal to the 2 character (alpha or numeric) code for the branch in the USR_BRANCH system type and code. For example, the Downtown branch code for USR_BRANCH is DT. The security Group Id will be DT also
  
• Assigned Applications
  The security group must have VIEW, INSERT, UPDATE, and DELETE permissions to the YMCA_AutoCreate_Batch and YMCABrachChooser applications, as shown below.
  
• Auto Create Batch Checkbox
  The Auto Create Batch checkbox must be checked for the security group. This allows the auto batch to be generated.
  
• Branch
  The security group must have the Branch selected. This governs the default for searching related to branch.
  

Once the required setup information has been added, you can assign users to the security group and auto batches will be created for them when they log into ThreeSixty or ThreeSixty Web Client each day. Users can have access to more than one auto batch security group, as many employees work at more than one branch. Users with access to multiple auto batch security groups will be prompted to select which branch they are at when logging in prior to the auto batch being created.

Persona Setup

In order for the auto batch to function correctly, the persona of the logged in user that is part of the auto batch security group must have the Home Page defined as follows:

• Home Page is a: Command or URL
• URL: cmd://Main/OpenView?Name=YMCA_Start