Definitions of Batch Statuses

• Viewpoint uses a batch process to post data to the database.
• At each stage of the process, a status is associated to the batch.
• Knowing what these statuses mean can help when processing, in particular when something unexpected occurs.

Batch Status

0- Open: This status is assigned when a batch is first created and will remain assigned to the batch as long as there is detail in the batch and the posting process has not yet been started.

1-Validation in Progress: This status is set by the validation procedure.

2-Validation Errors: This status is set by the validation procedure when errors exist in the batch file. You can print the audit and error list, but cannot post the batch.

2.5- Validation Warnings: This status is set by the validation procedure when warnings exist in the batch file. You can print the audit and error list and then you can post the batch.

3- Validation OK: This status is set by the validation procedure. You can print the audit and distribution lists, and proceed with posting and purging the batch.

4- Posting in Progress/Update in Progress: This is set by the update (posting) procedure. If the update is interrupted, the batch will remain in this status and will not be revalidated. If the interruption is caused by a power failure, you can complete the update by clearing the 'In Use/Posted By' field, and then proceeding with the update. If the update procedure is interrupted due to software error, call Software Support for assistance.

5- Posted Successfully: This is set by the update procedure once the batch has been successfully updated.

6- Canceled/Cleared: This status is set by the posting program if the batch is empty when closing the posting form. The batch can be reopened. Status 6-Canceled means the batch was cleared out and is now empty.

• If clearing it was a mistake and you do wish to post the data that was in the batch, you will need to repeat whatever process you used to enter the data, whether automated or manual.

Batch Selection Screen (Multiple modules & forms)

• The most common place to see a batch status is in the batch selection form
• Select "Use an existing batch"
• Select "Include all unposted batches" to see batch status other than 5 - Posted Successfully
• Uncheck "Show my batches only" to see batches created by other users. 
• Only batches in Status 0 & 6 can be used in the Batch Selection form, other batch statuses are displayed, but cannot be accessed.
  

• The specific status for all batches is displayed in HQ Batch Control. (see article below titled "How to Find a Missing Batch")
• What action you take depends on its status.
  • If 1 through 3, you can set back to 0-Open as explained in the article below titled "Batch in Status 1, 2 or 3" in Related Documents.
  • If the status is 4, see article below titled "What do I do if my batch is stuck while processing?" in Related Documents.
    NOTE: Status 4 batches that have an error will need to be addressed by Support and may not be cleared. 
  • Also try to search support.viewpoint.com for your specific module and error message.
• If you know the Batch# but cannot see it in the batch selection screen, and if you do not have access to HQ Batch Control, use the module's specific Batch Process form to narrow down the possibilities.

• The Batch Processing form can also be used to finish processing a batch. Any batch in status 0-4 can be accessed in the Batch Processing form for the module where the batch was originally started.
• Note: The F4 lookup in Batch Process only returns batches in Status 0 or Status 4, not any other status.
• If you know the batch number for a batch in status 1,2 or 3, you can manually type it in to complete the processing.
• A batch in Status 5 has successfully posted and cannot be access, recalled or reprocessed in the Batch Process.
• Open Batch Process in the module that the batch was created in
  • Enter the Batch Month and Batch ID and tab
  • Upon tabbing out of the Batch# field, you will get one of the following:
    • Status 0: The Validate button will become active and you can proceed as normal
    • Status 1, 2, 5:
      
      • This error indicates you cannot use this form to process batches in any status but 'open' (status 0), and 'update in progress' (status 4).
      • You cannot tell from this error alone whether the batch is posted (status 5) or not.
    • Status 2.5: Validation Warnings — This status is set by the validation procedure when warnings exist in the batch file.
      • This is used for PR Leave Batches. 
      • You can print the audit and error list and then you can post the batch.
    • Status 3: When a batch is stuck in status 3, it can be pulled back into a batch process and posted.
      • In HQ Batch Control locate the Batch ID that you need to post. If in Status 3 : Validation OK (This status is set by the validation procedure.), set to 0-Open.
      • If there is a user name in use by then remove it. 
      • Go to the Source Module (AP, AR, GL...etc) > Programs > Batch process
      • Enter the batch month and batch ID (you must enter it in, it will not be able to be located using F4 if left in Status 3), tab off
      • You can print the audit and distribution lists
      • The Batch will now be able to be posted. 
    • Status 4: The Validate button will remain grayed out; you may attempt to post as normal
    • Status 6:
      
    • If the Batch# you have entered does not exist yet for the month selected in the adjacent field:
      
    • If this occurs but you're sure the Batch# is correct, try entering a different month.
    • If the Batch# you have entered belongs to another module: you will have to go to that module to process the batch.