Printing Batch Listings

A batch listing is the printed record of the transactions in an open or posted batch.

You can print batch listings for invoice, receipt, refund, and adjustment batches that have been entered, imported, generated, or created by another Sage 300 program for Accounts Receivable (External batches). More...

The invoice batch listing includes debit notes and credit notes, as well as batches of interest charges and recurring charges. The adjustment batch listing includes batches of write-off transactions produced by the A/R Create Write-Off Batch screen. You can choose to include details of adjustments you made on receipts when you print receipt batch listings.

When to Print

You should print batch listings after entering, importing, generating, or editing a batch, at any time before posting the batch, then file the listings with your other audit trail records.

If you select the Force Listing Of All Batches option on the A/R Options screen, you must print all batch listings to a printer or file before you can post the batches.

To print batch listings:

1. Do one of the following:
   • Open Accounts Receivable > A/R Transaction Reports > Batch Listing.
   • On the Batch List screen, click Print.
2. Select the type of batches for which to print listings. You can print invoice batches, receipt batches, or adjustment batches.
3. Specify the range of batch numbers to print.
4. Enter the range of batch creation dates. More...

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

5. Select optional information you want to include. More...

   You can select:

   • Reprint Previously Printed Batches. Select this option to include batches you printed before.
   • Show Comments. Select this option to include any comments entered with the transactions.
   • Show Adjustment Details. Select this option to include adjustments on receipt batch listings.
   • Show Schedules. Select this option to include multiple payment schedules on invoice batch listings.
   • Show Sales Split. Select this option to include salesperson information on invoice batch listings.
   • Show Tax Details. Select this option to print tax details on invoice batch listings and on receipt batch listings.
   • Show Job Details. Select this option to print details for projects, categories, and resources related to contracts you maintain in Project and Job Costing on all listings.
   • Show Optional Fields. Select this option to include optional field information included with transactions, if you use optional fields.
6. Select the types of batches to print. More...

   You can select:

   • 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 those containing interest or write-off transactions, or transactions that were rejected during posting.
   • Recurring. If you are printing invoice batches, you can also print listings of the batches created by the Create Recurring Charge Batch screen.
   • External. Batches that you create in other Sage 300 programs, then send to Accounts Receivable (for example, invoice batches that you generate in Project and Job Costing or Order Entry).
   • Retainage. Batches of retainage invoices. This option appears only if you use retainage accounting.
7. Select the statuses of batches to print. More...

   You can select:

   • Open. Unlisted batches, or edited batches that have not been relisted.
   • Ready To Post. Completed batches that are ready for posting.
   • Posted. Batches that have been posted.
8. 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.

   Tip: You can also print a batch listing for a selected batch from any transaction-entry screen by clicking File > Print Batch Listing Report.