Before you post a batch, you’ll usually want to check what it contains. After it posts, you may need to confirm when it posted, whether it has been downloaded, or why it failed. This article explains how to find a batch and review its details.
When to Use This
Use search when you need one specific batch, or when you need all batches for a status, period, or business unit. After you find the batch, open its review page to check totals, transactions, errors, or dependencies before you unpost it.
Prerequisites
- Permission to view batches.
Find a Batch
- Go to Finance & Billing › Batches.
- Enter your search criteria. You can search by Business Unit:, Fiscal Year:, Fiscal Period:, Recurring Batch:, Type:, Status: (including Archived, if you’re looking for an archived batch), Date: (a range), Total: (an exact amount or a range, such as
600-700), Name:, or ID:. - Select Search.
Result
The results show each matching batch’s date, name, status, payment total, and payment count. Select the batch name to open it. Use Business Unit:, Fiscal Year:, or Fiscal Period: to narrow your results, or leave all criteria blank and search to see every batch you’re allowed to view. Filter by Type: when you need to find deferred revenue batches, then use the Deferral Waterfall report to see which months have deferred revenue to review. If your association has renamed a fiscal year, batch search and Financial Query › Batches both show the updated name, so Fiscal Year: search stays consistent with other financial views.
After any search, including a blank search, you can select Bulk Changes, choose batches from the results, then select Change Batches to post or unpost several batches at once.
Tip
The Batches Home page shows three counts at the top: Open Batches, Closed Batches, and Batches Ready for Download. Each count opens a prepared search for that status, so you can jump straight to batches that need attention without filling out the search form.
Tip
If a posting error names another batch’s ID, search for that ID, open the batch, and close it before you try to post your batch again.
Review a Batch
- From the search results, or from the recently viewed panel, select the batch’s name.
Result
The batch page shows its business unit, ID, recurring batch if it has one, and automatic close time if one is set. It also shows when the batch was posted and downloaded, if those actions have happened. The summary includes the batch total, payment count, refund count, status, type, and date, and the total is payments minus refunds. The Created By field tells you whether a recurring schedule or a staff member created the batch, which helps when you compare batches during an investigation. Below the summary, three tabs list the batch’s transactions: Payments & Refunds, Other Transactions, and Dependencies.
If the Batch Is in Error
When a batch fails to post, the page shows an Error Information card between the summary and the tabs. The card lists each failed transaction, the reason it failed, and a link to open that transaction directly. When a transaction fails because a related record it references is invalid or missing, such as a payment or product, the error identifies that referenced record instead of showing an unknown error. Use this card to see what you need to correct before you post the batch again.
Each errored batch can have a different underlying problem, so review and correct errored batches one at a time instead of bulk-closing or bulk-posting them together.
Two batches that reference each other’s entries can both show errors even when the underlying payments processed successfully. If that happens, check the Dependencies tab and the other batch named in the error before you assume the payment failed.
Moving Transactions Out of a Batch
From either the Payments & Refunds tab or the Other Transactions tab, you can select one or more transactions and choose Move Selected Transactions to Another Batch... from Transaction Options, if you have permission to change a transaction’s batch. Use this when a transaction landed in the wrong batch and needs to move before that batch is posted.
Before You Unpost a Batch
The Dependencies tab lists every posted batch that has a transaction referencing something in this batch. If you plan to unpost a batch, check this tab first. Any batch listed there must be unposted before this one because it depends on entries this batch created.
Reconciling a Batch
A batch’s review page is a helpful starting point when you reconcile posted batches against your bank or payment processor records. Compare the batch total and transaction list with what your bank or processor shows for the same period and payment types. If one batch includes several payment methods or transaction types, it will not match a single bank deposit or processor disbursement cleanly. You’ll usually get a cleaner match by comparing like with like, one payment method at a time. If a scheduled withdrawal or disbursement fails or stays pending, its amount can roll into the next successful disbursement instead of appearing as its own separate deposit, so check the following disbursement if one seems to be missing.
If a discrepancy traces back to an invoice created in an earlier month but paid in a later month’s batch, look up that invoice directly and check its related payment to find the batch where the payment posted. The payment’s batch, not the invoice’s original month, is what matters for reconciliation. A few transactions near a period boundary can also legitimately fall in an earlier batch date than you expect, which can create a small variance even after you select what looks like the right data. Check the transaction dates behind any small mismatch before you assume something is wrong.
If a batch’s summary or downloaded output does not show department splits you expect, open the batch’s subledger entries. Then run the Subledger Entry by Batch query, export the results, and pivot them in a spreadsheet by G/L account and department with debit and credit sums. That lets you verify the underlying department breakdown directly.
If a posted batch’s total does not match its subledger journal entry, or you see duplicated journal entries for a batch, unposting and reposting the batch can resolve either discrepancy.
If a posted credit card batch’s total looks correct but its subledger total is exactly double that amount, and your connected accounting system shows incorrect values as a result, contact Support. This pattern points to a posting issue rather than a data-entry mistake.
What to Do If a Batch Doesn’t Appear
If a batch you expect does not appear in search results, check whether your search criteria are narrower than you intended. For example, choosing a fiscal period without choosing its fiscal year matches that period number across every fiscal year, which can return more or fewer batches than expected. If records seem to be missing from a fiscal year’s results, re-check your fiscal-period criteria and run the search again before you conclude the transactions posted to the wrong fiscal year. They are sometimes found after you adjust the search.
A batch can still exist as its own record even when you cannot find it in an expected list, such as a monthly or period-based view, or by its name. If you have the batch’s ID, such as from an error message, you can often open it directly by searching ID:.
A batch’s row can still appear in search or in the Open Batches view, sometimes with an Open status, even after its underlying record has been deleted. This includes a case where the batch was deleted partway through posting. If opening a listed batch returns a record-not-found error, this is a likely cause. It has also been seen with recurring batches that had no financial data in them. Contact Support with the batch’s ID.
If a batch was deleted and its invoices need to be reassigned, run a query on invoices with Batch-Invoice equal to Blank to find the ones that need a new batch.
If you still cannot find a batch you’re confident exists, contact Support with the batch’s name or ID.
Related Reading
To create a new batch or fix its name, date, or automatic posting time, see Create or Edit a Batch. To close, reopen, or delete a batch after you review it, see Close, Reopen, or Delete a Batch. When you’re ready to send a posted batch to your accounting software, see Download Batches to Your Accounting Software.