Printing the A/R Batch Status Report

The Batch Status report describes all unposted invoice, adjustment, refund, or receipt batches, and posted or deleted batches that have not yet been cleared from Accounts Receivable. The report is a valuable management tool to track batches, particularly when several operators are entering batches on a multi-user system.

When to Print

Print the report when you need batch information, and before clearing batch status information (details of posted and deleted batches), either after printing this report, or at period end.

Note: The A/R Year End screen clears batch status information automatically.

To print the Batch Status report:

1. Do one of the following:
   • Open Accounts Receivable > A/R Transaction Reports > Batch Status.
   • On the Batch List screen, click File > Print Batch Status Report.
2. Select a type from the Batch Type list. The choices are Invoice Batches, Receipt Batches, Refund Batches, and Adjustment Batches.
3. Select a range of batch numbers and dates.

   To select the date range, click the arrows beside the From and the To date fields in turn, display the required month, then click the date you want to use for the range.

4. Specify the type(s) of batches to include. More...

   You can choose:

   • Entered. Batches created in Accounts Receivable.
   • Imported. Batches you have transferred to Accounts Receivable using the Import (batch) choice from the File menu. (These can be batches created by another Sage 300 Accounts Receivable or by a non-Sage 300 program. They could also be recurring batches created in your own Accounts Receivable Ledger, then exported for later use.)
   • Generated. Batches created in Accounts Receivable, such as to contain interest or write-off transactions, or transactions that were rejected during posting.
   • External. Batches created for Accounts Receivable by another program, such as invoice batches sent by Order Entry or by Project and Job Costing.
   • Recurring. When you print the report for invoice batches, you can also select Recurring.
   • Retainage. Batches of retainage invoices. This option appears only if you use retainage accounting.
5. Specify the status of the batches to include. More...

   You can choose:

   • Open. Unposted batches that you can edit.
   • Post In Progress. Batches for which posting has begun. You cannot edit or print the batch.
   • Deleted. Batches which were deleted.
   • Posted. Batches which have been posted.
   • Ready To Post. Completed batches that are ready for posting.
6. Click Print.
   • If you are printing to a physical printer, the Print window appears. Confirm your printer selection and the number of copies to print, and then click OK. Otherwise, click Cancel or Setup.
   • If you are printing to the screen (preview), the report appears in a new window. You can print the report or export it to a file.

     Note: For Web-based clients, the preview screen appears first when you click the Print button.

   • If you are printing to a file, the Export window appears. Specify the file format (for example, PDF, DOC, or XLS). Also, specify a destination for the file:

     • Application. View the report in an application that can open files of the specified format (for example, if you specify PDF as the file format, the report opens in Adobe Acrobat). You can then save the file.
     • Disk file. Save the report to a location you specify.
     • Microsoft Mail. Send the report as an e-mail attachment.

     You can enter the name of a non-existent file or directory to be created by the system when you print. When you print to a file, the report is assigned a unique name, for example, CS1000.TXT.

   • If you are printing to e-mail, an e-mail message appears with the report attached.