Bureau of the Fiscal Service

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OTCnet Printable Job Aid

Approve a Single Batch 

To approve a single batch, complete the following steps:

1. From the Check Processing tab, click Batch Management. The Search Batch page 

appears.

2. Select or enter the batch search conditions you would like view.

Under Batch Search Conditions, optional

o Select the OTC Endpoint you want to Close a batch for by checking the box 

under the Select column

Under Created On Date, optional

o Enter the From and To date range

• The From and To Created On Date must be entered in MM/DD/YYYY format.

• The Created On Date range cannot exceed 30 days. Additionally, if more than 1,000 

batches are created within 30 days, then only the most recent 1,000 batches appear.

• When running a search with the default From and To Created On Date range 

values, the search results include the most recent 30 days of batches that you have 

access to view. If more than 1,000 batches are created within the 30 days, then only 

the most recent 1,000 batches appear.

• When running a search without specifying any criteria (with the exception of the 

Batch ID field), the search results include the most recent 30 days of batches that 

you have access to view. If more than 1,000 batches are created within 30 days, 

then only the most recent 1,000 batches appear.

o Enter the Batch ID

If the only search criteria entered is a valid Batch ID then only a single result appears 

regardless of other search criteria specified.

o Enter the Cashier ID

Under Batch Status, 

o Select the Status you want to close by checking the Closed box under the 

Select column

3. Click Search. The View Batch page appears.

4. Click the Batch ID hyperlink. The View Checks page appears.

Application Tips

Application Tip
Bureau of the Fiscal Service

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OTCnet Printable Job Aid

5. Click the Item ID of each scanned check. An image of the check and details of the check 

appear in the window below. 

6. Verify the details are correct and click Previous to return to the View Batch page.

7. Select the batch you want to approve by checking the box to the left of the Batch ID.

8. Click Approve as shown in Figure 1. The Approve Batch page appears.

Figure 1. Confirm Batches to Approve (Approve Single)

9. Verify that you want to approve the batch and click Confirm. The Approve Batch page 

appears with the batch details.

10. Click Print PDF Report or Export and click Confirm to approve the batch.

• After Print PDF Report or Export is clicked, the Confirm button is enabled. The 

batch is not approved until Confirm is clicked.

• If the Check Capture Supervisor (CCS) or Check Capture Administrator (CCA) 

checked the Approve Batch checkbox under Advanced Administration, then the 

user must print the PDF report or export the batch list report. Afterwards, the user 

can proceed to approve the batch.

• If the user is approving multiple batches online and the Approve Batch checkbox is 

checked at any OTCnet endpoint, then the user must print the PDF reports or export 

the batch list reports. The batch is not approved until Confirm is clicked, which is 

enabled when the Print PDF Report or Export is clicked. 

• If the user is approving multiple batches online and the Approve Batch checkbox is 

not checked, then the user can approve multiple batches without printing the PDF 

reports or exporting the batch list reports. Confirm is enabled and the user can click 

to approve the multiple batches.

• A user may print the PDF report or export the batch list report, regardless if the 

Close Batch and/or Approve Batch checkboxes are checked or unchecked. A CCS 

or CCA can specify the Batch List Report Print/Export Required During options 

under Advanced Administration.

11. An Approve Batch page appears verifying the batch has been approved.

12. Click Return to Batch Summary.

Application Tips
Bureau of the Fiscal Service

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OTCnet Printable Job Aid

• After a batch is approved, its status changes from Closed to Approved, except 

under one of these two scenarios.

• First, if a batch has been designated for summary level classification and the batch 

classification is not balanced. 

• Second, if a batch is designated to be classified at the summary level and it is a 

Central Accounting Reporting System (CARS)/ Government Wide Accounting (GWA)

reporter, and the batch is not classified 

• Under these two scenarios the batch status is Closed. After the batch is classified 

and balanced, the batch can be approved.

• Click Cancel to return to the OTCnet Home Page. No data is saved.

• Click Previous to return to the previous page.

• Click Activate/Deactivate to activate or deactivate a batch.

• Click Close Batches to close a batch.

• Click <<First to go to the first page. (Only appears if there are several pages 

retrieved for the search results.)

• Click Next> to go to the next page. (Only appears if there are several pages 

retrieved for the search results.)

• Click Last>> to return to the last page. (Only appears if there are several pages 

retrieved for the search results.)

• Click <<Image to return to the previous check.

• Click >>Image to view the next check.

• Click Zoom- to reduce the image size.

• Click Zoom+ to enlarge the image size.

• Click Rotate Left to turn the image to the left.

• Click Rotate Right to turn the image to the right.

• Click Show Item to view and update the check item details.

• Click Void to void a single check item.

• Click Receipt to print a receipt.

• Click Print Item to print a batch list report.

Application Tip

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