FAQs for BatchLine users

The way you would sell a book in this situation is:

* In the Books Category on Open Bravo

* Click on the Book product

* Enter a price.  Just key the value no need to click anywhere

* Complete the sale

That process sells ‘a book’ for the price you sell it at on the till; it does not sell ‘the book’.  If you want to record the sale on Batchline follow the steps below:

* Do a title search for the EAN/ISBN/title

* If you cannot find the title on the main search click on the downward arrow between Search and Biblio and select Stock Search

* Once you find the title, click on it so it is the highlighted line

* Click on Cash Sale

* On the Cash Sale Confirmation Screen click on Process Sale

There are two methods, depending on what the status of the order is.

1) If there is an ‘A’ in the ack field:

Right click and select ‘Abandon Acks’, then follow the instructions below for ‘F’.

2)  If there is an ‘F’ in the ack field:

Right click and select ‘Move to on order’. Once you have moved to on order (the ’On Order’ tab) you can either leave it there as ‘on order’ so you can do goods in against it or you can delete if not needed.

If this doesn’t fix the problem, send an email to mail@batch.co.uk.

There are three main reason why BatchLine will not start: two major ones which can stop the entire system from starting and a second one that will stop a client from starting. The errors you may see are:

1. Unavailable server or unavailable database
2. Daily updates are locked
3. Network issue at 96% (Clients Only)

Download the Bertline Startup Problems and Solutions PDF to fix the errors.

When 'Daily Updates Is Locked' appears, it means that a field on the database has a lock flag on it to stop people using the system while it updates. However that lock flag sometimes gets stuck. The Bertline Support Module will clear the lock:

To use this, open the Bertline Support Module, which is usually on the desktop (the other Bertline Icon). Make sure it is on the 'Unlock Module' tab and click on the Daily Update Button. This will unlock Daily Update and restarting will work. The same goes for the Returns module if that gets locked: click on the Returns Button and it will unlock Returns.

* See also Bertline won't start - what can I do?

On 1 September 2020, the standard rate of VAT will change from 23% to 21%. The rate is due to revert to 23% with effect from 1 March 2021. Because of this it will be necessary to change the VAT rate both in BatchLine and Open Bravo till software if used. The PDF explains how to make the change.

The default VAT rate is set to 20%. For example, if you're a bookseller in Ireland and wish to change it to 23%:

• Click 'Back office' on the right hand sidebar.
• Click the 'Maintenance' button.
• Click 'System Config' (buttons at the top of the window).
• Click 'Reports' tab.
• Click 'Edit'.
• Change the VAT rate and hit save (highlighted below).
• Restart Bertline.

This error is a result of loyalty card transactions failing to sync with Batch back end systems. To see these transactions go to:

 BackOffice -> Maintenance -> Loyalty Cards -> Outstanding Transaction (highlighted below)

That will take you to this screen. Here you can see the details and the error message the Batch systems returned when Bertline tried to sync the transaction.

Once you've found the transactions you can try hitting 'retry selected' to see if they work. If this doesn't solve the problem, email us with the error messages so we can investigate further.

If you can log on to BatchOne you should be able to adjust the amounts on the cards based on the info in the outstanding transaction screen. If so, make sure you delete these transactions as you go so Bertline doesn't try to sync these.

Several Bertline users will have Bertram Books Search as the primary search method.  It is likely that this search option will be removed over the next few days. Attempting to use that method will, once it has gone, result in a http 404 error. Therefore, you will need to change the default to Nielsen. To do this:

1. Go to Back Office, Maintenance, System Config:

2. Click on the Edit button and change the Default Search Database drop down box to Bookdata Online as shown above.

3. Save changes and Nielsen Bookdata Online will become the default search.

Note: With Nielsen you have to search using the correct field whereas with Bertrams you could search a key word field that allowed you to put any ISBN, title, author, etc.  So, if you put an ISBN in the title field, you will get 'no matches'. 

We have noticed that it is possible, in very rare circumstances, for Bertline to revert its default search database to 'Catalogue'. If you experience any search problem it would probably be worth checking the default settings in System Config and if necessary change this to Bookdata Onlline.

Changing the Default Search Database

1. Go to Back Office, Maintenance, System Config:

2.Click on the edit button and change the Default Search Database dropdown box to Bookdata Online as shown above. 

3. Save changes and Nielsen Bookdata Online will be the default search.

Yes. With Bertrams you could search a key word field that allowed you to put any ISBN, title, author, etc. With Nielsen, you have to search using the correct field. So, if you put an ISBN in the title field, you will get 'no matches'. 

This error is caused by a change to the address that BatchLine needs to connect to Nielsen. Most shops will have already had an update to fix this problem. However, if not, the easiest fix for this error is to run the latest BatchLine Update Tool on the Batch website which should update the settings. If this is not possible or does not work:

1. Go to Back Office, Maintenance, Suppliers and find the Teleorder Supplier.

2. Click on the Web Service tab and select then edit the Bookdata Online Web Service.

3. Change the URL entry from

http://ws.nielsenbookdataonline.com/webservices/services/BDOLWebService

to

https://ws.nielsenbookdataonline.com/webservices/services/BDOLWebService

The only difference is the change of the ‘http’ part of the line to ‘https’. (Ie. add the final letter S.)

4. Save the changes and the error will clear. If you make an mistake while doing the change, use the cancel button to cancel all changes and try again.

Clickatell had a period of not working because the subscription was with Bertrams; the subscription was not being paid and therefore the system stopped working. The subscription has now been taken over by Batch and is back online. This was the only issue with the service, meaning that the previous setting will still work and does not need to be changed. If there is an issue where you feel Clickatell is no longer working, send an email to mail@batch.co.uk and we will investigate for you.

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Yes - you can use BatchLine to place orders with all your suppliers. To do this, click Edit and fill in your logon name and password (you will need to ask Gardners for those), change the FTP URI to gateway1.gardners.com and make sure the default transmission method is set to Internet (TCP/IP) then click Save.

If you have orders waiting to be sent to Gardners, you will have to edit those and change the transmission method because the default only affects newly created orders. The other settings on this page should be OK. 

The only other thing you might need to check with them is whether they have the correct SAN/GLN for you. This can be found in Back Office > Maintenance > System Config on the address tab (the bottom right). These identify your shop in electronic orders you send, which is why it's important they are correct.

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We would recommend (although Gardners will probably suggest it anyway) sending one order and making sure Gardners receive it okay before sending any more.

If the order doesn't appear with an A in the Ack column, then you should just be able to delete it. If it has got an A, then you will be told that the order is being/has been transmitted if you try to delete it. In this case click the Abandon Ack option.

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Doing this will change the A to an F then enable you to move to the On Order option on your right click menu.

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If you click this, you will be warned that it will move the order to On Order without actually sending it. Click OK to that, then you can go to the On Order tab and delete the order if you're sure you received all of it. If you have only received part of it, then delete just the lines you've received.

You can find information on that topic here:

OpenBravo Categories

Click here for instructions on how to add new payment methods:

Adding New Payment Methods to OpenBravo

If your scanner is beeping but not sending out any information, give it a quick tap on the counter. There is a spinning mirror inside and sometimes a quick tap will unjam it.

Batch will not be offering a stocktaking service, but the instructions from Bertline (below) will help you. However, please note that the instructions to contact the Bertline Help Desk and to return the KDP scanner to them will no longer apply because you will need either to have your own scanner or to hire one from us. (Email us for details.) The recommended model is the KDC100 by Koamtac.

Always make a backup before you start and check with your accountant for any new requirements they may have regarding stocktakes.

Bertline installers recommend KDC scanners. The software for these can be found at https://koamtac.com/wp-content/uploads/KTSync_Driver_Installer_V224.zip. Allow permission for the driver install when you are asked. It should be set up to download data as a Text file, not Excel which is the default. Also untick 'Application data' and tick 'Delete data after download' and 'Burst mode'.

If you do a stocktake with a keyboard scanner you need to scan directly into a Bertline ISBN list (or text file on a laptop) and then do a 'Send To, Stock Take'. Be careful to process each file once and only select 'Clear stock take data' for the 1st category and process 'No' on the last category selecting 'Full Stock Take'. 

Download full instructions here:

Using a KDC scanner

Category stocktake