Whether you are using Batch Payments or Batch Returns, you will find answers to the most common questions here. If you still have an issue – or have suggestions for new FAQs – This email address is being protected from spambots. You need JavaScript enabled to view it. and we'll be happy to help.

Payments

Will Batch save me money on bank charges?

Most definitely yes! Because you make just one monthly payment to Batch per currency each month no matter how many suppliers there are to pay, you will pay a single bank charge.

I have accounts in different currencies – can I still use Batch?

  • Yes, Batch is multi-currency so payments in Sterling, Euros and US dollars are accepted. However, not all suppliers accept all three currencies through Batch. Look at the list of suppliers to check their individual status.
  • Important: if the invoice has been raised in a particular currency, then the payment to Batch must be in that currency.

How do I make my payments to Batch?

  • If your business is based in the UK, Batch will take a Direct Debit from you on the last working day of the month for the amount that has been authorised.
  • If you are based in Eire, Batch can take a Direct Debit for Euro payments on the last working day of the month; the same applies for Sterling payments, provided you have a UK bank account. If not, the payment will need to be sent in cleared funds to arrive no later than the closing date for authorisation.
  • Booksellers in the rest of the world must pay by a monthly bank transfer. For more information please follow this link.

When will I see my invoices?

Invoices and credits will be shown on Batch as soon as the suppliers send them. Batch only displays invoice and credit data provided by the suppliers, so if there are errors or items missing, you should contact the supplier directly.

I am not sure what amount to transfer to Batch.

The amount to be transferred is in the 'Ready for Payment' column.

When can I see how much I paid a supplier for a month?

At about 7am of the morning following the closing date for authorisations, the amounts paid will be in ‘Show Period’ – 'Past'.

Can I pay an invoice before the due date shown on Batch?

Yes. Go to the 'Future period summary' and find the invoice to be paid early. Click on the invoice number to show the invoice detail and click on the 'Due Date' drop down box. There you will find the option to pay the invoice in the current clearance.

Where can I see how much I paid last month?

Simply go to ’Current Period Summary’, click on ’Show Period‘ and choose ’Past‘. Then select the month and the payment summary will be displayed.

Can I use Batch for copy invoices?

Yes, any invoice can be printed directly from our website. On the system, you will find a complete record of all your transactions with each supplier. Some suppliers now also submit copy invoices as PDFs for download – look out for the PDF icon on Batch.

There are invoices on Batch that I have already paid. How do I remove them?

Select the invoice and click on the 'N button ('Not paying'). Click on ‘Update’ at the bottom of the page and the transaction will be removed.

I don't see all my publishers on Batch. Who should I tell?

The list of publishers on Batch is updated daily, so first check the Suppliers List. If the supplier isn't there, email us and we will contact them to ask whether they would like to join Batch.

Can credit notes and claims that have already been resolved be removed?

Yes. Select the credit note or claim and click on the 'N' button ('Not paying'). Click on ’Update‘ at the bottom of the page and the transaction will be removed.

How do I find the balance of my funds with Batch?

Click ‘Reports’ and then ‘Bookseller Payment Status’. This will show any balance carried forward from the previous month.

When can I see the amounts I paid the suppliers for a month?

At about 7am of the morning following the closing date for authorisations the amounts paid will be in Show Period – PAST.

Can I take my credit notes before the due date that is shown on Batch?

You must contact the supplier about taking any credit note early.

Where do you publish news and information?

The latest news will appear on the website and our Twitter account – @batch_services. We also send monthly reminders about the closing date for authorisations, so please ensure that we have your active email address.

What do the red flags mean?

A red flag indicates an overall credit against a supplier, which will be carried forward to the following month.

When I log on I get a certificate error.

Make sure you access Batch directly from www.batch.co.uk and not from a bookmarked link. Check that your PC date and clock are accurate. If the problem persists, contact us at mail@batch.co.uk.

Returns

Why should I use Batch Returns?

Batch Returns operates 24/7 and you will get your responses much faster than if you rely on contacting your rep or the supplier directly. Plus you will have an electronic record of all transactions. Visit our Returns page for more benefits.

How much does it cost to use Batch Returns?

There is no charge for booksellers to use Batch Returns.

What technology do I need to use Batch Returns?

All you need is an ADSL connection and web browser Google Chrome or Internet Explorer 8 or above (other browsers are not supported). The Batch website can also be accessed from an IOS or Android Smart phone.

I've been asked for a username and password. What are these?

Customers are asked to set their own user name and password when completing the registration form for Batch Returns. Please choose a strong password and keep it safe. At present, separate login details are required for Batch Payments and Returns, but we will shortly be launching a login portal using LDAP technology (Lightweight Directory Access Protocol) to provide single entry access to the Batch system.

How quickly can I start using Batch Returns once I have registered?

Once the registration form has been completed, we will pass your details to the suppliers. It normally takes about 48 hours (excluding weekend and bank holidays) for them to get back to us. We will contact you by email as soon as your account has been enabled.

Which suppliers can I deal with through Batch Returns?

A list of all suppliers on Batch Returns and Batch Payments can be found here.

I want to do a return for a supplier not listed, can you help?

Let us know and we will contact them on your behalf. You can also speak to the supplier directly and encourage them to join Batch Returns.

Why can I only find ‘Overstock’ as a reason for a return?

Some suppliers only allow overstocks through Batch. You will need to contact the supplier directly if the return is for another reason.

Do I need to complete the confirmation message?

Yes! Once approval has been given by the supplier, the actual quantity of products being returned must be confirmed. Quantities can only be adjusted downwards. If more books are returned than have been approved, then it is likely that a credit will only be raised for the approved number. A new request should be raised for any additional quantities to return.

I have confirmed the request, but forgotten to print the labels.

From the 'Search' tab, search by 'Request#', 'Customer Reference' or 'RAN', to list any matching authorisations. Click on the required RAN in the Search Results to show the Confirmation screen from where the labels or a picking list can be printed.

I sent a request recently, but I have not received a reply. Should I resend it?

If a reply hasn't been received within 24 hours, you should contact the supplier directly. Any technical issues involving Batch will be announced on our website and on Twitter @batch_services.

I have sent the same request twice. What can I do?

When the Authorisations come back from the supplier, confirm one of the Authorisations with all ‘Qty Confirmed’ values set to zero. Use the 'Set All Quantities to...' button to do this.

Can I view a list of requests for a specific supplier?

From the 'Search' tab, search by 'Supplier'. This will show all the requests for this supplier and their status. The list can be restricted further by selecting a 'Status' in the search criteria.

When I try to create a label, I get an error: ‘This label is no longer available’.

To resolve this, log out of Batch Returns and log back in again or press Ctrl F5 to refresh the browser and the labels should be available by searching for the required RAN and going to the Confirmation screen from where the labels or a picking list can be printed.

In my outbox there is a date in the Last Updated column and I can't start a new request for that supplier.

A request has been started for that supplier, but it hasn't been sent. You need to complete that request before starting another one for the same supplier.

Batch Integration Software (BIS)

Can we integrate Batch with our accounting package or stock control system?

Yes, this is an area where Batch can help whatever your system. We developed BIS software that links Batch to the Sage Accounting system so that booksellers will never have to key in another invoice again! Visit the BIS page to find out more.

I am upgrading my PC or need to reinstall BIS. How do I do that?

1.    Copy the (.bcd) configuration file, which can be found in the folder 'My Documents/BIS Configuration'. If this folder does not exist, you have an older version of BIS. Contact us for the latest version of BIS.



2.    Once the data on Sage has been installed and restored, check the data path:
* In Sage click on 'Help|About Sage' then click on the 'System Information' tab.
* Click on 'Directories' in the left-hand pane.
* In the right-hand pane, there are directory names and their data paths to the right. The one needed is the 'Data Directory'. Enter this path in the configuration on BIS if it is different to the one already there.
3.    If the path to open BIS needs to be changed, choose 'Settings|Configuration' then click on the 'SageAccounts' tab.
4.    Enter the data path in the 'Value' column.

I am upgrading my Sage Line 50. Will the new version work with BIS?

We strongly recommend booksellers to contact us before upgrading, so we can check for compatibility issues. BIS software should work on Windows 7 and above, but not on previous versions.

 

 

Contact

Batch Ltd
6 Bell Yard
LONDON
WC2A 2JR

Email: mail@batch.co.uk

Tel: +44 (0)20 7421 4660
Fax: +44 (0)20 7430 9559

 

 

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