Processing Batches from the Batch Record

  1. Navigate to the Accounting App > Batches feature.

  2. Open the Batch Record.

  3. In the Overview tab, click the Close Batch button. If the Close Batch button does not appear, the batch has already been closed.

Closed batches cannot be selected by staff during checkout, or when performing other accounting processes (such as issuing refunds). Closed batches can, however, be reopened by clicking the Reopen Batch button.

Note: If open orders exist in the batch, theMove Open Orders button will appear instead of Close Batch. Batches cannot be closed if they contain open orders—if you are not yet ready to invoice these open orders, use Move Open Orders to transfer open orders to another open batch.

Best practice would be to create a new batch for the next fiscal period. See also: Batches in re:Members AMS.

An image of the Batch Record, highlighting the Move Open Orders button.

  1. Click the Create Ledger button to create the ledger.

    The ledger creation process runs behind the scenes and the user who clicked Create Ledger receives an email on the status of the process.

Note: If the Control Total on the batch and the total Payments are not equal, the user cannot close the batch. This check is used only if the Control Total is greater than $0. If the batch must be closed, staff must edit the control total to match the amount of Payments currently in the batch and click Create Ledger again. Changes to the control total are tracked in the Batch Record > Overview tab, under Notes.

  1. Once ledger creation is complete, refresh the page. The Post Batch button is now available. Click Post Batch.

    An image of the Batch Record, highlighting the Post Batch button.

  2. After the batch is posted, click the Ledger (Summary) or Ledger (Detail) button (depending on the accounting system configured in your instance of re:Members AMS, one or both options may appear).

    An image of the Batch Record, highlighting the Ledger Details and Summary.
    A pop-up will appear, indicating that the ledger will be emailed to the address indicated. Ensure the correct email address is entered and click Schedule Process.

  3. Check the email account indicated in step 6, above. Unzip the ledger file attached to the email and upload it to an outside accounting system, if necessary.

Note: If your system is integrated with QuickBooks Online, Intacct, or NetSuite, once you have posted the batch the journal entry will be automatically created and can then be exported to your accounting system from the Batch Record, with no need to download the ledger file. This file is exported to your accounting system via an option, e.g., Connect to QuickBooks or Send Details to NetSuite.
An image of the Batch Record, highlighting the Connect to QuickBooks option.
An image of the Batch Record, highlighting the Send Details to NetSuite option.

Reopening a Posted Batch

Batches that have had the ledger created and been posted can be reopened, provided the fiscal period they're associated with remains open. If reopened, the ledger is deleted and must be re-created.

Note: Once the related fiscal period is closed, the posted batch can no longer be reopened.

Closing From the Fiscal Period

Batches can also be closed from the Fiscal Period. See also:Managing Batches in the Fiscal Period