Batch Sheets are a quick way to add ad-hoc product or service charges, for multiple customers in one go.
Once the batch sheet has been created, it the user needs to complete and approve the batch sheet before this can be billed, It's possible to configure users that can approve batch sheets via the user settings.
Batch Sheets created for a particular account will be displayed on that Account record under the Current Charges section (please add the section to the page layout if it does not display). Displayed details coincide to the Batch Sheet record, except for the timestamp, which is not being picked up by the Account Current Charges area. The timestamp here resets to 00:00.
When to Use Batch Sheets?
In a nutshell: batch sheets are used to bill multiple clients within the same location, for the same category of products (or services), although not for the exact same product/service.
The charges that you would add through a batch sheet are ad-hoc (not recurring) and variable; corresponding to one product group. .
For example, you might use a batch sheet when billing meeting room reservations for the month. You can create a batch sheet for your location, select meeting rooms as your product group, then add the clients that have been provided with a meeting room. When adding clients, you can choose the exact space that has been used. This way, you can simply approve the sheet at the end of the month and quickly bill all of your customers. We’ll be using this example throughout the article, to show you how batch sheets work.
NOTE: Operate needs pre-existing account, product & product group, as well as location records before working with batch sheets.
Creating a New Batch Sheet
Start by going to Charges > Batch Sheets. Here is where you will always find any existing batch sheets; as well as any additional options.
Click New, at the top of the list.
1 Add your main batch sheet information:
- Notice the auto-allocated Batch Number.
- Select a Location.
- Select a Product Group - for this guide, we will select Meeting Rooms.
- Choose a Description - This will be displayed in your list of batch sheets, to help you find what you need.
- Add a Batch Date - The batch date is the key date that charges will be billed to.
- Enter an Estimated Total: for the Batch Sheet This is an estimated total of all client charges within the entire batch sheet. Operate does not generate a value; this is a manual input field.
- Notice the Actual Total - This is automatically generated and is a sum of all charges added to the batch sheet.
- Complete and Approve the batch sheet by checking the corresponding checkboxes. Note that by approving a batch sheet, you are billing all charges to your customers. We recommend approving only after you have made sure that all charges are correct and that there are no more charges that need to be added to the sheet.
2. Add charges
Underneath your batch sheet information. Use the default line to add your first charge.
- Start by entering a Reference Date - This date represents when the charge was actually levied.
- Select an Account - This is the customer that you want to bill.
- Choose a Product - The list of products will be limited to the Product Group that you have selected above.
- Add a Reference - This can be any reference information that you deem important for this particular charge. References are primarily related to billing dates or periods.
- Enter a Quantity - The default value is “1”.
- Make sure that the Unit Price is correct. The unit price is without tax (which will be added as soon as you select a tax in the next field). The total charge will sum up the unit price and tax amount.
- Select the type of Tax that applies to this charge.
- Ensure that the Total Charge is correct.
- Click Add a new line to insert a new charge, then follow the same steps above to complete it. Click Auto Copy if you would like to charge multiple clients for the same exact product. All of your fields will be automatically copied on the next line and all you need to do is select your next client from the Accounts list.