What is a Batch?

A batch is a group of like transactions (Timesheets, A/R Adjustments, A/R Payments, etc.). For example, you can have a batch of Timesheets and a batch of A/R payments, but you can't have a batch of Timesheets and A/R Payments.

Imagine receiving a bunch of timesheets. You enter them in the system, put a rubber band around them, and store them in a file. When you need to look at a specific timesheet, you go to the file, pull out the rubber banded group and find the one you want to view. Now, replace the concept of a rubber banded group with the word "batch" and you begin to understand the concept.

When you enter timesheets (or payments or adjustments or whatever) into the system, you enter it into a group or batch. While the batch can contain one timesheet or hundreds of timesheets, all the timesheets in the batch are grouped together. If you want to go back and edit that timesheet (before all processing is complete), you would first find the batch and then find the timesheet within the batch.

What are the advantages of Batches?

Batches allow you to enter timesheets while someone else is entering other timesheets and another person is entering payments. It insures that you won't "step on each other's toes" during the process of adding information to the system. Also, it allows one person to proof and post their group (or batch) of timesheets while leaving another person's batch alone. However, if you want to proof and post multiple batches at the same time, StaffSuite PayBill gives you the power to do that, too.

A batch simply insures that what you are doing is not impacted by what someone else is doing. When the system presents you with a total of items in your batch, it won't include the timesheets added by the person on the other side of the room. When you proof and post your batch, it won't include any other batches (unless you want it to).

No surprises. No accidental deletions. No worrying about what someone else is doing.

For details on creating a batch, click here.