Batches Screen

Use the Batches screen to review and process invoice batches. The system automatically displays this screen whenever choose to add charges to a batch (new or existing) after running a filter. You can also access this screen from the Invoice Management menu.

You can perform the following actions from this screen:

Batch management tasks

  • Delete Batch.

    You can only delete batches that have not yet been processed and are currently in an Open status. Select the batches you want to delete, and then click Delete. All charges will be released from the batch and will be available for re-selection into a batch. The invoice batch status is updated to cancelled.

  • Reset Batch.

    Once you have started processing a batch, if you find errors you need to resolve, you can reset the batch to return it an Open status. You cannot reset a batch once it has been posted.

  • Review Batch.

    Click Review Batch to display the Accrued Billing report for the selected batch.

  • Edit Batch.

    If a batch is in open status, you can edit the batch information, including removing charges from the batch. To edit a batch, display the details of the selected record. The system displays the Batch Header/Details screen, where you can make the necessary changes.

Invoice Processing tasks

  • Print.

    Printing is the first step in the invoicing process. During this step, the system generates the invoices and assigns invoice numbers. You can only print batches in an Open or Printed status. Select the batches you want to print, and then click Print. The system prompts you to select the send method for the invoices: printer, e-mail, or fax.

  • Edit.

    After printing, you must edit/proof the invoices. This process creates all the general ledger entries associated with the batch. If there are any errors, they must be resolved before you can post the invoices. You can only proof batches in a Printed or Edited status. Select the batches you want to proof, and then click Edit. The system prints the General Ledger register and Invoice register so you can check for any errors before continuing.

  • Post.

    After you have successfully proofed the invoices, you can complete the invoicing process by posting the invoices. You can only post batches in an Edited status. Select the batches you want to post, and click Post. All charges associated from the batch will be removed from the charge pool. The system will also creates the appropriate output files for any external accounting systems you have configured with Billing

    .

Batches Header Fields

Batch Number
The system-assigned ID number for this batch.
Description
The user-defined description for this batch. This is the description entered during filter creation.
Status
The current status of this batch:
  • Open
  • Printed
  • Edited
  • Completed
  • Cancelled
Invoice Date
The Invoice Date for this batch, as defined on the associate charge filter.
From Date/To Date
The date range of the charges included in this batch.
Invoice Count
The number of invoices in this batch. You can review these invoices on the Invoice tab in the detail area.
Invoice Minimum
The minimum amount (if any) required to generate an invoice for this batch.
Auto Batch
Planned for future functionality.
User
The ID of the user that created this batch.

Batches Detail Tabs

  • Charges tab.

    All charges in the current batch are displayed in this list. Depending on the status of the batch, you can remove charges from the batch by selecting a charge and clicking Delete.

  • Invoices tab.

    The system separates batched charges into invoices based on the Invoice Level and Non-Negotiable Level set on each customer record. On this tab, you can review the invoices associated with the batch.