FAQs for Booksellers

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. Using this function allows you to withhold payment on a line level but pay for everything else, which can avoid the supplier putting your account on stop. Visit the Making Claims page to find out more, including how to claim for an incorrect trade discount.

When you log in to BatchOne, you will see a 'Supplier setup' button. Click this to see all the suppliers 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 and 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.

As you may be aware, at Batch we do not hold excess funds. Therefore, your payment must be with us by the authorisation date shown at the top of every page of your Batch account. (The authorisation date is three working days before the last day of the month.) If we do not have your funds in our bank by the due date, we cannot arrange payment to your suppliers in time.

We have therefore automated the system to ensure that only payments that have cleared in our GBP, dollar and euro accounts will be processed for payment to suppliers. If full funds have not reached the appropriate account by close of business (5pm GMT) on the day of authorisation, all transactions for that month will be automatically unauthorised that evening.

To ensure that your transactions are not unauthorised, we would advise you to arrange payment in good time – bearing in mind the speed of your own bank – so that the money reaches us by the authorisation date. Also, please make sure that proof of payment is sent to mail@batch.co.uk.

We are constantly looking for ways to make booksellers’ lives easier, so we have developed an app that allows you to check books as you unpack and upload the details straight into your Batch payments account. You can read more about the Batch app here.

The status 'Manual Adj' has been changed to 'Not paying through Batch'. You can easily change the status to 'Open' or 'Authorise' yourself. Choose the option 'O' for 'Open' or 'A' to authorise the transaction to be paid.

Batch only displays EDI invoice and credit data provided by the suppliers. If there is an issue, you need to raise it with the relevant Credit Control contact at that supplier.

Go to the main menu and click on Reports. Then click on Remittance Download and choose the month you want for your records. This will open as a CSV file. Save this as an Excel file and you will have all your data, including the VAT breakdown.

Log on to Batch Payments and choose the Invoice Finder option from the Main Menu. Entering the order number or delivery note number will display details of any invoices relating to those numbers.

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.

• 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.

• 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 Sterling payments on the last working day of the month, provided you have a UK bank account. If not, the payment will need to be sent by bank transfer 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.

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.

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

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

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.

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

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.

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.

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.

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.

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

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

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

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.

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 us at mail@batch.co.uk.

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.

There is no charge for booksellers 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.

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.

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

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.

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

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.

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.

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.

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. The list can be restricted further by selecting a 'Status' in the search criteria.

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.

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.

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 Linking to Sage (BIS) to find out more. There are also options to link to QuickBooks and Xero.

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.

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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.