Batch Management

Overview

Batches are the core organizing structure for accounting transactions in LAMS. Every payment, booking, deposit, and financial transaction belongs to a batch. Batches group related transactions so they can be reviewed, balanced, and posted to the general ledger as a unit. Each batch type has a distinct prefix to make identification easy.

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Batch Type Reference

Prefix	Batch Type	Used For
B-	Booking	Policy booking (premium applied to ledger)
D-	Deposit	Premium received from producers
NAC-	Non-Account Current	Batch invoicing for non-AC producers
FIN-	Finance	Premium finance installment tracking
DIR-	Direct Bill	Direct-from-insured payment batches

Accessing Batch Management

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Batch management screen showing a list of all batch types with batch number, type, date, total, and status columns

Batch management screen showing a list of all batch types with batch number, type, date, total, and status columns

1. Navigate to Accounting > Batch Management.
2. Use the Batch Type filter to narrow to a specific type.
3. Use the Status filter to show Open, Closed, or Posted batches.

Creating a New Batch

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New batch creation dialog with fields for batch type, batch date, description, and expected total

New batch creation dialog with fields for batch type, batch date, description, and expected total

1. Click New Batch.
2. Select the Batch Type from the dropdown.
3. Enter the Batch Date (the effective date of the transactions in this batch).
4. Optionally, enter a Description (e.g., “January Week 2 Deposits”).
5. Enter an Expected Total if you know the target amount in advance.
6. Click Create.

The batch is created in Open status and assigned a batch number with the appropriate prefix.

Adding Records to a Batch

How you add records depends on the batch type:

Booking and Deposit Batches

• Records are typically added automatically when you process a booking or deposit entry. The system assigns the active open batch of the appropriate type.
• You can also manually link an existing transaction to a batch by opening the transaction and selecting Assign to Batch.

NAC Batches

1. Open the NAC batch.
2. Click Add NAC Invoice.
3. Search for the non-account-current producer and select the invoices to include.
4. Click Add to Batch.

Finance Batches

1. Open the Finance batch.
2. Click Add Finance Records.
3. Select the premium finance accounts with installments due in this period.
4. Click Add to Batch.

Reviewing Batch Totals

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Batch detail screen showing a list of transactions, running total, and a balance indicator showing matched or unmatched

Batch detail screen showing a list of transactions, running total, and a balance indicator showing matched or unmatched

The batch detail screen shows:

• A list of all transactions in the batch
• The running total of all entries
• The expected total (if entered during creation)
• A Balance Indicator showing whether the batch is in balance

A batch in balance shows a green checkmark. An unbalanced batch shows the difference in red.

Editing a Batch

You can edit batches that are in Open status:

• Change the batch date — click the date field and update.
• Remove a record — click the record’s row, then click Remove from Batch.
• Update the expected total — click Edit Batch and change the expected total field.

Caution

Once a batch is Closed or Posted, individual records cannot be moved or removed. If you need to correct a posted batch, contact your accounting supervisor to process a reversal.

Closing a Batch

1. Verify the batch is in balance (running total = expected total, or all records reviewed).
2. Click Close Batch.
3. The system validates the batch:
   • All records are complete and have no errors.
   • Total matches the expected total (if set).
4. Confirm on the close dialog.
5. The batch status changes to Closed.

Posting to the General Ledger

After closing, the batch is ready to post. Posting transfers the batch totals to the general ledger accounts.

1. From the closed batch, click Post to Ledger.
2. Review the GL account assignments shown.
3. Click Confirm Post.
4. The batch status changes to Posted and the general ledger is updated.

Note

In most environments, posting is done by the accounting supervisor or controller. Standard accounting users can close batches but may not have permission to post.

Batch Status Reference

Status	Meaning
Open	Active; records can be added or removed
Closed	Balanced and finalized; awaiting posting
Posted	Transactions applied to the general ledger
Voided	Cancelled batch; reversing entries created