Manage bill batches

Batches help simplify workflow processes and reporting. You can manage all imported and manually entered bills with batches.

Purpose of a batch

  • Track bills entered and imported into Utility Management.
  • Can be closed at any time and cannot be reopened.
  • Provides a bill list of all bills in the batch.
Deleting a batch deletes all the bills in the batch.

Batch rules

  • All bills are entered into an open batch. When entering bills, if you don't have a batch open, you can select a pending or open batch.
  • Closing a batch does not approve the bills in the batch.
  • The number of flagged bills in the batch is dynamic and updates as bills and their flags are updated.
  • You can change an open batch to pending at anytime. When you change a batch to pending, the bills are changed to void and are not reportable.
  • Manage batches with the Actions menu for each batch. The options include:
    • Import more bills
    • Enter a new bill
    • Mark the batch as pending
    • Rename the batch
    • Close the batch
    • Delete the batch and bills

Pending batches

You can have multiple open batches. If you need to put a batch on hold for any reason, you can change the status of your batch to pending.

  • All bills in a pending batch are not reportable and are marked void until the batch is re-opened or closed.
  • You can have multiple pending batches.
  • Anyone can open a pending batch and continue to add bills to it.

Pending batch actions

Pending batch actions include:

  • Import more bills
  • Open the batch
  • Rename the batch
  • Close the batch
  • Delete the batch and bills

Batches with errors

When a bill import has one or more error bills, the batch is marked as pending. You must either review and fix any error bills or ignore the errors and clost the batch.

Steps to fix the error bills

  1. Expand the batch line to see the details.
  2. In the Errors column click the bills link to see the Bill Import Errors.
  3. In the Errors Detail Summary expand each line to see more details about the error.
  4. You can easily search directly on the Bill Import Errors page to determine if an account or vendor does not exist.

Download Batch Report

You can download a report of any batch that has at least one bill.

The columns included in the report are:

  • Batch name
  • Created by
  • Open date
  • Close date 
  • Number of bills
  • Total cost of the batch