Creating a Batch

For accounting transactions such as purchases, payments, write-offs, credits, and refunds to take place, a batch must exist to hold those transactions.

When association staff create a purchase, the system requires that they choose a manually-created batch. When non-staff users create a purchase, the system automatically assigns their purchase to an auto-created ("external") batch.

Manually Creating Batches

  1. Navigate to the Accounting App.

  2. Select the Batches feature.

  3. Click the Add New Batch button. The Add New Batch form will appear.

    1. Enter a batch Name.

    2. Select a Business Unit with which to associate the batch.

      Note: Once the Business Unit is selected, the Fiscal Period auto-populates with the current and Batch Date auto-populates with today's date. These can be edited, if necessary. If editing, the batch date must be within the fiscal period specified in the previous step.

    3. If necessary, enter a Control Total. A control total of zero dollars can also be entered.

    4. If desired, create a description for the new batch.

  4. Click Save.

Once the batch has been created, open the Batch Record to set up additional options or manage batch details.

Auto-Created Batches - External Batches

When a non-staff user purchases a product, they are not required to select or create a batch. The system automatically creates a batch to receive their transaction. These "externally created" batches use the naming convention:

External_Batch_[PAYMENT METHOD]_[DATE]_[WEEKDAY]

If a non-staff user purchases a product using a Visa card on March 18, 2021, the system automatically creates a batch with the name:

External_Batch_Visa_2021_03_18_Thursday

Note: In this example, any subsequent Visa transactions from non-staff users during this day are also recorded under this batch.

At midnight, the external batch no longer accepts transactions. The first transaction for a payment method received after midnight causes a new external batch to be created for the new day. Using the example above, this batch would be named

External_Batch_Visa_2021_03_19_Friday

Note: The Time Zone setting configured on the Payment Method determines the Batch Cut Off Time of midnight for external batches using that payment method. (See also, Setting up Payment Methods in the Business Unit.)

Auto-Created Batches - AutoPay Batches

When a staff user runs the job to process automatic/recurring payments, a batch is automatically created. These "autopay batches" use the naming convention:

AutoPay_Batch_[PAYMENT METHOD]_[DATE]_WEEKDAY]

An image of the Batch Search Results, highlighting the AutoPay Batches.

If the process was run to process all automatic/recurring payments that used a Visa card on November 5, 2024, the system automatically creates a batch with the name:

AutoPay_Batch_Visa_2024_11_05_Tuesday

Auto-Created Batches - Reconciliation Batches

When the nightly credit card reconciliation process is run, a batch is automatically created. These "reconciliation batches" use the naming convention:

Reconciliation_[SETTLEMENT DATE]_[PROCESSORS BATCHING ID #]_[DMV or A]

The reconciliation batch with "DMV" will include all settled, non-American Express credit card transactions and the batch ending in "A" will contain all settled, American Express credit card transactions.

An image of the Batch Search Results, highlighting the Reconciliation Batches.

If the process was run for December 13,2024 to total up the amount received for Visa, Mastercard, and Discover on that day, the system automatically creates a batch with the name:

Reconciliation_2024-12-13_81884644461200830_DMV