Batches in re:Members AMS

For all accounting transactions--such as open orders, invoices, payments, write-offs, credits, discounts, cancellations, and refunds--to occur, a Batch Record must exist to organize those transactions.

Note: Batches should match the daily transactions that are deposited into a bank account. Anything affecting cash should be reviewed, updated, and closed daily.

The Batch Record allows staff to generate a ledger for the transactions in that batch, which can then be uploaded manually or through an integration with your accounting software.

Types of Batch Record

Batches can be created in three ways: internally, externally, and automatically.

Internal batches are manually created by the accounting team. These are selected by staff during checkout or when running a mass renewal process.
External batches are automatically created when a non-staff user completes a transaction.
Auto-created batches are created when running the reconciliation or auto-pay processes.

Tips for Managing Batches

Closing Batches: We recommend that batches be closed on a daily basis. This helps to keep accounting data in order and reviewed on a regular basis.
Standardized Batch Names: Determine a naming convention you'd like to use for all batches in your instance of re:Members AMS. For example, "[date]_[payment type]" or "2020Jan01_Checks". Doing so will assist in the organization and review of clearly named batches.
Using an Open Order Batch: When moving open orders out of a batch, do not simply transfer them to a random open batch. Instead it's advisable to have a dedicated batch that open orders can be transferred to, with a name like "OpenOrders_[monthyear]." This immediately identifies the contents of the batch as being various open orders that can be addressed at a later time.
Scheduling Merchant Reconciliation: For clients running the merchant reconciliation process, it's recommended to schedule it to run after midnight (for example, 2:00 am) to ensure that any externally created batches for the previous day are included in the reconciliation.

Note: If not using reconciliation, use the Payment Transaction List Report found in the Accounting App > Reports feature. This lists payments that occurred during a specific time period as well as subtotals by day so you can see, by batch, the total received via credit card payments.