An OASIS Payment Batch is used to organize and reconcile payments associated with a bank deposit. Instead of reviewing individual payments without a common reference, users can create a batch representing the deposit, assign payments to it, record applicable adjustments, and monitor the remaining difference until the batch balances.
Ingen Software’s OASIS documentation explains that payment batches improve accounting accuracy by allowing users to balance individual payments against the deposit amount. As payments are attached and posted, the Difference value should approach zero.
This guide explains how an OASIS Payment Batch works, how to create one, how the Total, Posted, Adjustments, and Difference fields interact, and what users should verify before posting.
What Is an OASIS Payment Batch?
A payment batch is essentially a reconciliation container for a bank deposit.
The batch identifies the expected total deposit while individual payments are assigned to it.
OASIS then compares the amounts.
The primary values are:
- Code
- Total
- Posted
- Adjustments
- Difference
Together, these fields allow accounting users to see whether the batch has been fully reconciled.
Why Use Payment Batches?
Payment batches improve organization.
Without a batch, users may have individual payments but less visibility into whether those transactions collectively match a specific bank deposit.
A batch helps answer questions such as:
- Which payments belong to this deposit?
- What was the expected deposit total?
- How much has been posted?
- Are adjustments required?
- Is anything missing?
- Does the batch balance?
This can improve accounting accuracy and make discrepancies easier to investigate.
Creating a New OASIS Payment Batch
OASIS documentation provides a specific workflow for creating a new batch.
Users navigate to Payments, select File, hover over New, and choose New Batch. The Batch Editor then opens.
The user enters the batch information and saves it before applying payments.
OASIS Batch Code
The Code field provides a tracking identifier for the deposit.
OASIS notes that the deposit date is often used as the tracking code.
A consistent coding system can make historical research easier.
For example, accounting teams may want codes that allow them to quickly associate a batch with a deposit date or internal reconciliation process.
OASIS Batch Total
The Total represents the total deposit amount.
This value should match the amount expected to reach the bank.
Accuracy is important because the Difference calculation depends on the Total.
If the Total is entered incorrectly, the batch may appear out of balance even when every payment has been assigned correctly.
OASIS Posted Amount
Posted represents the sum of payments using the batch code.
As payments are applied and posted, OASIS updates this value automatically.
Users can therefore monitor progress without manually adding every payment amount.
OASIS Adjustments
The Adjustments field represents the sum of adjustments associated with the batch.
Users can add adjustments through the Adjustments tab in the Batch Editor.
Adjustments should be used according to the organization’s accounting procedures.
Users should also document unusual adjustments clearly when appropriate.
OASIS Difference
Difference shows whether the batch balances.
OASIS calculates it as the Total minus Adjustments minus Posted.
The goal is generally for Difference to reach zero before the batch is posted.
If the difference is not zero, investigate the transactions rather than forcing the batch to close.
Applying a Batch to a Payment
Once the batch exists, users can assign individual payments to it.
Open a payment from the Payments page and use the Batch drop-down menu in the Payment Editor to select the appropriate batch code.
This creates the link between the payment and the deposit batch.
Watching the Batch Update
As payments are applied and posted, the batch entry updates to show posted dollars and the remaining difference.
This makes it possible to monitor reconciliation in real time as accounting work progresses.
Why a Batch May Not Balance
A non-zero Difference can have several causes.
Potential problems include:
- Missing payment
- Wrong payment amount
- Payment assigned to another batch
- Incorrect batch Total
- Missing adjustment
- Incorrect adjustment
- Duplicate transaction
Investigate these possibilities systematically.
Finding Missing Payments
When the Difference indicates that the batch is short, review payments expected for the deposit.
Compare:
- Deposit documentation
- OASIS payment records
- Batch assignments
- Individual amounts
A payment may exist in OASIS but simply have the wrong batch code.
Incorrect Batch Assignment
A payment assigned to the wrong batch can cause two batches to appear incorrect simultaneously.
One batch may be short while another is over.
Review batch codes carefully before creating additional adjustments.
Correcting the assignment may resolve both discrepancies.
Using Attachments
OASIS allows attachments to be added through the Batch Editor.
Attachments can support reconciliation by preserving appropriate documentation with