Watch our video explaining Purchase Invoice Batching
Or read our KB article explaining Purchase Invoice Batching
Purchase Invoice Export Batches
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.
The first section of the screen shows you the number of invoices that have been created in the system but have not yet been batched ready for export. In this example we do not have any invoices waiting to be batched.
You will also see there are two tabbed pages available. The first details open batches and the tab in the background shows all of the processed batches.
If we take a look at the batch already created in the system we can see it has a status of “open”, it contains 1 item and shows the date the batch was created and when it was last updated.
If we take a look at the batch already created in the system we can see it at the status of open.
It contains one item and shows the date the batch was created and when it was last updated.
It then provides you with “batch currency values” and “agency currency values”
It is worth mentioning at this point that if you are an agency who invoices in multi-currency you will need to ensure you batch per currency (Example – GBP invoices will be created in 1 batch, EUR in a separate batch.)
The “batch currency value” section will provide you the net amount of the currency you are invoicing and the VAT amount.
The “agency currency values” then calculates the batch in your local currency (example if your batch is in euros and you want to see the amount converted into GBP as that is your local currency)
There are many options available which are represented by all the icons in the open batch.
1. Recalculate- The first icon is used to recalculate the totals for a batch and this option may be used if an invoice had been amended after it had been batched for export.
2. Process complete - The padlock Icon is used to set the batch status to process complete. Clicking on this icon will move the batch from open batches to processed batches and has therefore been completed on the system.
3. Create/Recreate - The following icon is used to create and recreate batch documents. If you click on the icon it will advise you that a batch document is being created in the background and the icon then reappears with a blue exclamation icon against it. If you now click on the green “check for new document button” you will now see a new icon appear which confirms the batch document has been created.
4. Download batch - If you click on this icon you are then able to download a PDF and view all the invoices and attached images contained within the batch.
5. Reports - The icon with the binoculars is used to view the reporting options and in here you can see there are many different types of reports available, some of which are used to generate reports for exporting invoice data from ETZ into your accounts package.
6. Xero - The Xero Icon is to be used if this is your accounts package. Simply click on the link and follow the instructions, you invoices will be exported in seconds!
7. Log - The next icon is the audit log for the batch. The audit log keeps a record of all events that have occurred on the batch and this is a useful tool when managing batches.
8. Notes - Any notes you have added in the Process batch screen you will be able to see them here
9. The last two icons are used to add/remove items from a batch. If you click on the “remove items from a batch icon” you can see the invoices contained within the batch and to remove an item you simply select the ones you want removing and click on the red “remove from batch” and confirm that you are sure.
If you remove or add items to a batch the system will automatically recalculate the items contained and the batch totals. It will also put the invoices you have removed back into the invoices to be batched section ready for them to be re-batched.