Batch Total
Before the information on the documents is entered the user counts how many documents there are. This is the batch total.
As the data is entered the computer counts how many documents the data is typed from. After the data has been entered the total that was manually calculated is compared to the computer generated total. If the two differ then a document has been missed or some data has been entered twice.
Hash Total
Hash totals are more sophisticated than batch totals. They can be used to spot missed out or doubly entered documents and can also spot more complex errors such as one document being entered twice at the same time as another is missed out. A particular item on the batch of documents that must be entered is chosen. e.g. Hours Worked. The values of this item for each document that is to be input will be added up manually by the user. The total that is calculated is known as the hash total.
The data on the documents will then be entered. The computer will perform the same totalisation automatically on the chosen item. If the computer calculated total and the manually calculated total differ then a mistake has occurred during data entry.
If a batch or hash total identifies an error then the user will have to go back through all of the documents, checking which have been entered and which have not.
Example
These three documents recording the number of hours worked by the employees at a firm are to be entered in a batch (note that in a real system the number of documents would be larger than this) :
- The batch total would be 3 as there are three documents.
- If the field Hours Worked was chosen to calculate a hash total then the hash total would be 102.5 as 43+22.5+37=102.5
- If the field Worker ID was chosen to calculate a hash total then the hash total would be 11847 as 0172+9023+2652=11847
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