Making claims via your Batch Payments account is a great way to inform suppliers of a problem with an invoice or delivery. Because claims are sent electronically, there is no need to phone or fax, and a permanent record is kept. Later on, if a credit controller wants to know why part of an invoice was unpaid, he or she can check on Batch and doesn’t need to call you. In practice, booksellers who use the Batch system tell us their claims are responded to much sooner than they used to be.
The claims function provides proof that a claim has been made and offers you the chance to withhold payment on a line level. It also lets you pay for everything else, which can avoid the supplier putting your account on stop.
1 Log into your Batch account, find the invoice that you wish to make a claim against and click on the word ‘Claim’ in the right-hand column. This takes you to the claims entry page. In this example we can see the Disc. % column showing 26.00 on the five lines. Let’s say that the first line down is wrong and should show a discount of 30%. You need to claim a further 4%: 26% + 4% = 30%.
2 Select ‘Trade discount error’ from the drop-down menu and replace 26.00 with 4.00 in the Disc. % column.
3 To create the claim, scroll down to the bottom of the page and click on the ‘Validate’ link. If you are happy that the claim is correct, simply click on ‘Confirm’ at the bottom of the page to send the claim to the supplier’s customer service department.
4 The claim you have created will appear on the list of invoices and credits in your account. The value of the claim – in this example, £2.24 – will be deducted from the ‘Outstanding value’ of the invoice. Authorise the invoice if you are happy with everything or make another claim. Once the corresponding credit note arrives, you can authorise the claim, the credit and the outstanding value on the invoice.