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Frequently Asked Questions

If you are using Batch Payments or Batch Returns, you will find answers to the most common questions below. Alternatively, check out our YouTube channel, Batch for Booksellers, to see a selection of short explanatory films about Batch Payments. If you still have an issue – or have suggestions for new FAQs – contact us and we’ll be happy to help.

BatchLine FAQs and links to instructional videos can be found here.

Bookseller FAQs - Payments
Bookseller FAQs - Returns
Publisher FAQs - Payments
Publisher FAQs - Returns

Bookseller FAQs - Payments

National Book Tokens
Booksellers Association

Yes. The Batch Payments and Returns services are available to all booksellers regardless of which stock control system you use. The service is free to booksellers.

If you have changed your bank details, Batch will require a new direct debit mandate in order to update your records. Download the form here: DD-sterling.pdf. Return the completed mandate to Batch by the 14th of the month to ensure payments for the current month can be processed. Mandates received after this date may not be processed by the bank in time for the current months payment.

If you missed the authorisation date, no payments will be made. Any payments authorised after the authorisation date will be processed in the next authorisation period.

Authorisation dates can be found here.

“There may be occasions where Batch is unable to collect a payment that you have authorised, for example due to insufficient funds in your account or unreported changes to your bank details. As the Batch system operates on an automated basis, payments are released to publishers in good faith, on the expectation that the corresponding Direct Debit will be successfully collected. In the event that a payment fails, Batch reserves the right to request settlement of the outstanding balance directly from the bookseller. Where recovery is unsuccessful, Batch is legally obliged to notify the relevant publishers that the payment has not cleared. This may result in the publisher placing the bookseller’s account on stop.”

Direct Debits for Batch Payments are taken on the last working day of the month. To ensure that your selected transactions are paid, you must authorise invoices in Batch Payments by the stated authorisation date. (Authorisation and payment dates are displayed on the header of your Batch Payments account and on the Batch website.) Please take care only to authorise the transactions that you wish to pay, as once the cut-off date has passed, the system cannot reverse any authorisations made by booksellers paying by direct debit.

Once authorised:- Payment will be collected from your account on the last working day of the month. Publishers will be paid on the same day.

Please ensure that sufficient funds are available in your account to avoid failed payments.

To view both bookshops go to the top right-hand corner of the screen (next to your name) click on “My Sites”. Right click on the ‘Payments’ button and select ‘Open Link in New Tab’. You can then go back and forth between the accounts in separate tabs.

We have a user guide with step-by-step instructions that you can refer to or alternatively, we would also be happy to set up a virtual training session. Please contact us on mail@batch.co.uk stating your bookshop name and ‘Batch Payments training request’ in the subject line. One of our team will then be in touch to arrange a call.

Note: applicable to non-direct debit users only. Any shortfall in payments vs the previous period are visible in the ‘Current Period Summary’ in the Balance Summary under the list of suppliers. The value of the shortfall is shown in the first box (in RED).
The ‘Current Period Summary’ includes a Balance Summary under your suppliers. If a credit balance has been carried forward from a previous payment, it can been viewed in the first box on the left (in Green). Note: applicable to non-direct debit users only
To go back to the previous page, click on the blue arrow at the top of the page. Clicking on your bookshop name will take you to your ‘Current Period Summary’.

Click on ‘Claim’ next to an invoice, to access the claims form. At the top are any claims already raised for that invoice with the claim reference number.

Select the ‘Future’ or ‘Future by Month’ option from the ‘Period Summaries’ tab on the yellow menu bar to view the invoices. To find a specific invoice, use the ‘Advanced Search’ option to select a supplier and choose a range of dates.
Yes, the list of transactions can be sorted by any heading coloured in blue. For example, view the lowest to highest value or the highest to lowest value invoice.
Yes, click on the invoice or credit note in question. To see the date that the transaction was changed, the status it was changed to and by whom go to the bottom of the page and click the box – ‘Batch Status History’.
Yes, an invoice dated in the future can be paid early. Go to the ‘Future Period Summary’ and identify the invoice you want to pay early. Click on the invoice number to show the invoice detail. Click on the clock symbol next to the due date. A pop-up box will ask for confirmation that you want to change the period the invoice is in. Click ‘OK’ to proceed. Note that the due date for the transaction will not change, but the transaction will now be listed in the ‘Current Period Summary’ and will be included in the next clearance. You can bring multiple transactions forwards in this way.
Making claims via the Batch Payments account informs the suppliers of a problem with an invoice or delivery. As claims are sent electronically, there is no need to phone or email as a permanent record is kept. If a supplier’s credit controller wants to know why part of an invoice was unpaid, he or she can check on Batch and won’t need to call you. Using this function allows you to withhold payment on selected lines whilst the remainder of the invoice is paid. This avoids the supplier putting your account on stop.  Most suppliers process queries via Batch. Any suppliers who don’t yet process queries via the Batch claims function may contact you.
Log into BatchOne and select the grey ‘More options’ button. Click to see a list of options. Click on ‘Supplier account number setup’ to view the suppliers you are currently using and those you are not yet set up with. Select the company you want to start paying via Batch, enter the account number you hold with them, this will automatically notify the supplier. Once the supplier has set you up, you will start seeing their invoices on your Batch account. If the supplier is not on Batch, let us know so we can contact them about our services. (You can also tell them separately that you would like them to use Batch.)

This applies to non Direct Debit payers only. Batch does not hold excess funds to cover late payments. It is imperative that your payment reaches our bank by close of business (5.00pm GMT) on the authorisation date. The deadline date is at the top of every page of your Batch account and a list of upcoming authorisation deadlines is on our website. A reminder will be sent out on or around 15th of the month. Please ensure that you keep a note of these reminders as they highlight when you need to ensure funds have been transferred by. This date may be different to the authorisation deadline where the cut-off date is at a weekend or a UK bank holiday, where banking facilities are unavailable. In these instances you may need to arrange earlier payment to ensure authorisation of your transactions, bearing in mind the processing speed of your own bank. If any transactions are unauthorised, these are listed in the Reports menu under Other Reports/Auto-Unauthorised Transactions. Please send payment confirmation to mail@batch.co.uk.

Transactions with the status ‘Not paying through Batch’ can be changed to ‘Open’ or ‘Authorise’. Choose the options ‘O’ for ‘Open’ or ‘A’ if you wish to authorise the transaction to be paid.
Invoices are available on Batch once the supplier has transmitted them. If a transaction is missing, contact the supplier directly to request an upload, copying in mail@batch.co.uk.
In the yellow menu bar, click on ‘Period Summaries’, select ‘Past Remittances’ and choose the period of the remittance. When you see that period, select the grey ‘Download Remittance’ button above each currency to download a CSV file to your PC. This file holds all the details, including the VAT breakdown.
Log on to Batch Payments. Use either the Quick Search option (at the top of the page) or the Advanced Search option. Enter the order number or delivery note number to display details of any relevant invoices.

Yes. As just one monthly payment made to Batch (per currency) each month regardless of how many suppliers are to be paid results in a single bank charge (per currency)  

Note: check with your bank or transfer service regarding these charges.

Yes, Batch is multi-currency so handles invoice payments in Sterling, Euros and US dollars. Look at the list of suppliers to check their individual status and the currencies they accept via Batch.

Important: if the invoice has been raised in a particular currency, then the payment to Batch must be in the same currency.

UK – Batch will take a Direct Debit from you on the last working day of the month for the amount that has been authorised.

Eire – Batch can take a Direct Debit for Sterling payments on the last working day of the month, provided you have a UK bank account. Alternatively, the payment must be made by bank transfer. The transfer should 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.

Invoices and credit notes are displayed on Batch as soon as they are transmitted by the supplier. Batch displays only the invoice and credit information provided by supplier; therefore, any discrepancies, errors, or missing items must be raised directly with the supplier concerned.

Note: New to Batch? Suppliers only start transmitting invoices after your Batch account has been set up. Any transactions dated prior to the set up date will not be uploaded.

Refer to ‘Amount to be Paid to Batch’ column on the far right of the ‘Current Period Summary’ screen for details of the required transfer. Note: Non-direct debit customers ; if you have a balance from the previous month go to the Current Period page, where the balance will be visible in the Balance Summary below the suppliers listed. The amount brought forward from the previous period will be displayed. After all authorisations are complete, the C/FWD (Carried Forward) column in the Balance Summary details the amount to be paid, including any outstanding balances from previous periods.
At about 7am on the morning following the closing date for authorisations. The amounts paid can be viewed in ‘Past Payment Status’ under the Reports tab.
Go to ‘Period Summaries’ menu, select ‘Past Remittances’ and choose the period required. The details are also reflected in the ‘Payment Status’ report.
Yes, any invoice can be downloaded from our website as a CSV file. A complete record of all transactions, by supplier is available on Batch. Identify the invoice to be downloaded. Click on the (grey) Download button located above the line details of the invoice. Some suppliers create copy invoices as PDFs for download ; look out for the PDF icon on your Transaction page of Batch.
Select the invoice, click on the ‘N’ button (‘Not paying’). Click ‘Update’ at the bottom of the page to remove the transaction.

A list of publishers is available on the Batch website. View the suppliers’ list here. If the supplier is not there, email mail@batch.co.uk, and we will contact them to ask whether they would like to join Batch. We also suggest that you tell the supplier that you would like to pay them via Batch.

Yes. Select the credit note or claim and click the ‘N’ button (‘Not paying’). Click on ’Update Status‘ at the top or bottom of the page to remove the transaction.
Following the closing date for authorisations (7.00am the next day), the amounts paid will appear in ‘Past Remittances’. Click on ‘Period Summaries’ tab in the yellow menu bar.
Booksellers are unable to bring credit notes forward from future clearances. Credit notes are uploaded by the supplier in accordance with your agreed payment terms, often thirty days for UK booksellers. These credit notes will appear at future dates on the system. Batch Admin can move credits forwards for booksellers, but only with the supplier/publisher’s permission.
A red flag indicates an overall credit against a supplier, which will be carried forward to the following month.
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 mail@batch.co.uk.

Bookseller FAQs - Returns

National Book Tokens
Booksellers Association
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. Batch Returns also provides an electronic record of all transactions. Visit our Returns page for more benefits.

Batch Returns is free for Booksellers.
You need 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 IOS or Android Smart phones.
Once the registration form has been completed, Batch will pass you details to the suppliers. Suppliers usually respond within 48 hours (excluding weekends and bank holidays). We will contact you by email as soon as your account has been enabled.
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.

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

Some suppliers only allow overstocks through Batch Returns. Contact the supplier directly if the return is for another reason.
Yes. Once approval is given by the supplier, the actual quantity of products to be returned must be confirmed. Quantities can only be adjusted downwards. If more books are returned than have been approved, it is likely that a credit will only be raised for the approved number. A new request should be raised if additional quantities need to be to returned.
I have confirmed the request, but forgotten to print the labels.
In the ‘Search’ box, 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, where the labels or a picking list can be printed.
No, Returns requests cannot be deleted once submitted via Batch. Any request that isn’t actioned is archived after ninety days and will not appear on the summary screen. If the Return is still required, it can be submitted again.
If a reply hasn’t been received within 24 hours, contact the supplier directly. Any technical issues involving Batch will be announced on our website and on the Batch Facebook page.

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.

From the ‘Search’ tab, search by ‘Supplier’. This will show all the requests for this supplier and their status. Add a ‘Status’ in the search criteria to create a more refined list.
To resolve this, log out of Batch Returns and log back in again or press Ctrl F5 to refresh the browser. Search by the required RAN on the Confirmation screen from where the labels or a picking list can be printed.

If a date is in the ‘Last Updated’ column, a request has been started for that supplier but has not been sent. The request must be completed before another one can be started for the same supplier.

Publisher FAQs - Payments

National Book Tokens
Booksellers Association
How will I know which bookshops are on Batch?
Each month, you will receive two files: (1) the Global Distributor File (GDF), listing all booksellers using Batch, and (2) the Invoice Routing File (IRF), showing where invoices should be sent.
To add an invoice or credit: 1) Log in to Batch. 2) Select ‘Create Transaction.’ 3) Enter the required details – either an invoice or a credit, shop details, credit or invoice details as prompted together with cost and quantity 4) Click ‘Validate’ and if all details are correct; 5) click ‘Confirm’ to save the transaction.
To remove an authorised invoice, contact the bookseller – they are able to ‘ Manually Adjust’ the invoice paid outside the Batch system.
A remittance advice is available on 3rd working day prior to the end of the month. An email will be sent to an FTP folder (in EDI) and can be downloaded directly from the Batch website.
An authorised invoice will be included in the scheduled payment unless it is later cancelled or rejected. Booksellers must authorise payments on the 4th working day prior to the month-end.
“To view authorised items: 1) For single invoices – click ‘Search’ at the top of the page. Enter invoice and bookshop details. 2) To view transactions (authorised or outstanding) click ‘Reports’, ‘Current Period Summary’ to see all bookshops listed. Click ‘Publisher Status’ for the overall status and all past payment made. “
Can a bookseller take a credit note before the due date?
“Yes. If agreed between the Publisher and the bookseller, the bookseller may take the credit note before the due date. 1) Click ‘Search’ at the top of the screen to find the credit note. 2) Click on the credit note number to see the credit details. 3) Contact Batch (mail@batch.co.uk). The Batch Administration team will make any agreed changes to the credit note.”
To remove a credit note, contact the bookseller – they can ‘ Manually Adjust’ the credit note settled outside the Batch system.
“Status categories indicate progress: 1) Open—no action taken. 2) Verified — checks have taken place and the invoice is OK to pay. Awaiting authorisation. 3) Authorised—the bookseller has approved the transaction for payment. 4) Not Paying – the transaction has been marked that it will not be paid through Batch (this status can be reversed to Open, if necessary) 5) Cleared – the transaction has been paid through Batch in a previous month.”
“A red cross indicates missing, incorrectly formatted, or unrecognised information within the transaction. A quantity number must be present and the date must be inserted as DD-MM-YYYY. Batch Payments will not allow the same invoice or credit note number to be input more than once. If a reference needs to be re-used, add additional information to the original transaction number to make a new one, for example 123456/a.”
If a bookseller’s Direct Debit fails, the supplier will still be paid but will receive a notification from Batch. Batch will follow its credit control process to recover funds from the bookseller. If a bookseller still fails to pay, the supplier will receive five working days’ notice that the funds must be returned.

Publisher FAQs - Returns

National Book Tokens
Booksellers Association
Is there a way to export the line level detail from a RAN into Excel?
“Yes. To export line‑level details: 1) Click on ‘Authorise this request’. 2) Follow the printer icon (top right of the page) for 2 links to download in CSV or Excel format. “

Suppliers determine which items can be returned. All returns decisions are made by you.

Batch Returns requires an ADSL connection and a current web browser such as Google Chrome. The Batch website can also be accessed from an IOS or Android Smart phone.
The error message indicates one or more lines contain issues. A warning icon will indicate which line needs to be reviewed (scroll down the list to identify the lines). Hover over the warning icon for more information and how to fix it. View all warnings by clicking on the ‘Warnings’ heading in the grid.
Batch strives to provide state-of-the-art solutions for booksellers and suppliers. Any announcements regarding system upgrades or enhancements will be published on our website and social media channels.
If you need support, contact Batch for assistance. Email: mail@batch.co.uk
Can I refuse a complete request?

To refuse an entire request, select ‘Refuse All Lines.’ and click ‘Send’ to confirm.

You can save progress by selecting ‘Save Changes’ and return later to complete the authorisation.
Check the boxes to select the lines to be returned and send the Authorisation with one RAN ensuring the correct message code has been entered. Only the authorised lines will be visible the next time the return is updated.
A list of bookshops using Batch Returns is available on the Batch website. Got to the ‘Booksellers ‘tab.
“To find a specific request: 1) Go to the ‘Search’ tab. 2) Enter the relevant search criteria. Advanced searches are possible by entering more than one criteria. “