Printing the Batch Status Report

The Batch Status report describes all unposted invoice, payment, or adjustment batches, and posted or deleted batches for which the information has not yet been cleared from Accounts Payable. It is a valuable management tool for tracking batches, particularly when several operators are entering batches on a multi-user system.

For information on the contents of this report, see A/P Batch Status Report Screen.

When to Print

Print the report when you need batch information, and before clearing batch status information (details of posted and deleted batches).

Tip: You clear information about printed posting journals and deleted and posted batches using the A/P Clear History screen.

To print the Batch Status report:

  1. Open Accounts Payable > A/P Transaction Reports >  Batch Status.

  2. Select the batch type for which you want to print the report (invoice, Payment, or Adjustment).

    Note: You do not print payment or adjustment batch listings for an Intercompany Transactions company.

  3. Use the From and ToBatch Number fields to specify the range of batch numbers to include in the report.
  4. Use the From and ToBatch Date fields to specify the range of batch creation dates.

    The default range includes all batches from the beginning of the current fiscal year to the session date.

  5. Select the types of batches to print. You can choose:

    • Entered. These are batches created in Accounts Payable.

    • Imported. These are batches transferred to Accounts Payable using the File > Import (batch) command on transaction entry screens. More...

      They can be batches created by Sage 300 Accounts Payable at another location, or by a non-Sage 300 program. They could also be recurring batches that you created in your own Accounts Payable ledger, and then exported for later use.

    • Generated. These are batches created in Accounts Payable, such as transactions that were rejected during posting.

    • Recurring. If you are printing invoice batches, you can also print listings of the batches created using the Create Recurring Payable Batch screen.

      Note: This option is not available for an Intercompany Transactions company.

    • External. These are batches that you create in other Sage 300 programs, then send to Accounts Payable (for example, invoice batches that you generate in Purchase Orders).

    • System. These are payment batches created using the Create Payment Batch screen.

      Note: This option is not available for an Intercompany Transactions company.

    • Retainage. These are batches that you create to clear outstanding retainage.

      Note: This option appears only if you use retainage accounting, and it is not available for an Intercompany Transactions company.

  6. Select the statuses of batches to print. You must select at least one of the following statuses:

    • Open. These are unlisted batches, or edited batches that have not been relisted.
    • Deleted.You can select this option to include deleted batches that you have not yet cleared from Accounts Payable.
    • Ready To Post. These are completed batches that have been marked Ready To Post.
    • Posted. These are batches that have been posted.
    • Post In Progress. These are batches for which posting has begun. You cannot edit or print the batch.
    • Check Creation In Progress. When you print the report for payment batches, you can select this status.

  7. 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.