To illustrate how batch processing works, think of a file cabinet that contains a single file folder to hold transactions. If several people write transactions and use the same folder, they might collide with each other as they try to get into the folder. Each time they finish a transaction, they must return the folder to the cabinet for someone else to use, or they might forget to return the folder.

Finally, if one person decides to post transactions and takes the folder back to their office, progress will come to a standstill. This is an inefficient way to manage transactions.

A similar situation occurs if several people try to enter transactions into the same file in the system. Only one person can access a file at a time, so people must wait their turn to enter transactions. Also, people can easily forget to exit transactions they are processing when they finish. Once again, progress comes to a standstill.

The solution is to give each person their own folder. Then it will no longer be necessary to continue to return to the file cabinet and collide with each other. This is what batch processing does. Each user has their own files for their transactions and can enter information independently of others. Also, each person has a new batch each day to keep their transactions organized for efficient processing.

Even when several people use a single computer, batch processing is useful. They can all use the same batch, but use a different batch each day to keep the transactions organized. Even if you don’t post daily, we recommend you change batches daily for security reasons. Keeping several days’ transactions in the same batch is risky; should you experience an interruption during the posting process, you can lose the batch, and consequently, all the information contained in that batch. Refer to the section about batches in each module’s user’s guide or task-based help for specifics on setting up and changing batches in each module.