On Etz we use batching as a way of grouping items together in order to produce reports on the items contained within the batch or to export the data from those items out to other systems.
Most of our customers have a regular process through Etz that could consist of producing sales invoices and payments on a weekly, monthly or even daily basis and batch activity usually reflects that same pattern.
When timesheets are validated the billing elements on those timesheets will move into the Create Sales Invoice area ready to be invoiced and the pay elements go to either the Payroll area if PAYE-type or to Suppler Payments for limited company/umbrella suppliers.
For sales invoices the next step is to create the invoices after which those invoices go to the Undelivered area, ready for you to deliver them to your customers, as well as to the Manage Invoice Export Batches area ready for you to export the data from those invoices out to your respective accounts system. This is where the batching process comes in; it is simply a way of selecting which invoices you wish to group as a batch, then you can export them or report on them as a batch.
This screenshot shows the Sales Invoice Batching area:
The binoculars icon is used to extract reports and produce exports based on the items contained within the batch.
The plus/minus icons can be used to add or remove items to the batch, so they are flexible - if you forget to include an invoice you can always add it to the batch.
When you have finished with the batch, so you have exported it to your accounts system for example, you should set it as 'complete' and you do this by clicking the padlock icon shown above. All the system does then is move the batch onto the Processed Batches tab in the background, just as a way of filing it away for you. If you wish to bring it back you can simply click the same icon on the Processed Batches page and it will be moved back to the Open Batches tab again.
The same principles apply to Supplier Payment Batches as well as Payroll Batches.