What is the Batch claims function?
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.
I have opened an account with a new supplier. How do I pay them through Batch?
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.
What does 'automatic unauthorisation' mean?
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 email@example.com.
What is the Batch app?
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.
A transaction has the status 'Not paying'. Do I have to ask you to change it?
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.
Who do I tell if there are problems with invoice and credit note values displayed in Payments?
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.
How do I get details of my remittance, including a VAT breakdown?
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.
A box has arrived with no paper invoice. How can I find invoice details?
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.
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 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.
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 firstname.lastname@example.org.