About the HR Batch Process Form

The HR Batch Process Form is used to process HR batches.

This form can be accessed from the main menu, by selecting the Process Batch option from the File menu of HR Update Benefit/Salary to PR any of the posting programs in HR.

This program is used to process batches created in the HR Update Benefit/Salary to PR program. Although this program can be accessed from the main menu, it is automatically accessed once you click on the Post button at the bottom of the HR Update Benefits/Salary to PR form.

Note: This is the only program in HR that requires batch processing, as most of the data is specific to HR only and is not updated to any other module. The only other update to PR that occurs is when HR Resource information is updated to the PR Employee Master; however, that information is updated online and does not require this program.

Once you have specified the month and batch to process, the Info section displays information about the batch (i.e. creator, creation date, source, and status).

Audit Reports

The program runs through all the data in the batch and creates Audit Reports that you can preview and/or print before you proceed with posting the batch.

  • Batch List — Prints the HR Salary History Audit and/or HR Benefit Update Audit reports. Reports show all entries in the batch in sequence order.

  • Error List — Prints the HQ Batch Control Error List. Report shows the sequence number and error message for any entries in the batch where errors were found in the validation process. Errors must be corrected before the batch can be posted.

It is recommended that you print the audit lists before posting a batch, because once the batch is posted, the audit lists are no longer available.

Note: Users who have access to batch processing forms do not automatically have access to the related audit reports. It is recommended that if they will be processing batches, you give them access to the related audit reports using VA Report Security. If users do not have access, they will receive an error message when trying to preview/print those reports to which they do not have access. In addition, if using the ‘Attach Batch Report to HQ Batch Control’ feature (assigned in HR Company Parameters), restricted access to one or more audit reports will prevent the user from posting the batch.

Once the batch is ready for processing, enter the posting date and click the Post button at the bottom of the screen.

Clearing the Batch

When you create a batch, the system adds the data to a batch table and stores it until you are ready to post the batch. Data is not updated online; therefore, you can delete it completely without affecting any modules, including the module in which you created the batch. To clear a batch table of stored data, select ‘Clear Batch’ from the File menu. The system will clear/delete all data from the batch. (Note: Previously posted transactions added to the batch are only cleared from the batch—they are not deleted.)

Note: The system creates an audit record each time you clear a batch. For information about cleared batches (i.e. user who cleared batch, as well as the date and time the batch was cleared), use the VA 'Other Events' Statistics report.

The Clear Batch option is disabled if the batch’s status is 4 (Posting in Progress). This is to prevent partially updated batches from being deleted should the update process be interrupted (i.e. power outage, system failure, etc.). When a batch update is interrupted, only a portion of the intended updates may occur. If a user later clears the batch, there is no way to determine the updated data.