Printing Batch Listings

A batch listing is the printed record of the transactions in a batch.

You can print batch listings for invoice, payment, and adjustment batches that have been entered, imported, generated, or posted.

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

When to Print

You should print batch listings for your audit trail records after entering, importing, generating, or editing a batch, at any time before the batch is posted.

Important! When you print to any print destination, including Preview, Accounts Payable changes the batch print status to Printed. Be sure to print the batch listing to a printer or a file before posting, even if the Force Listing Of Batches option is selected on the A/P Options screen.

To print batch listings:

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

   Tip:

   You can also open the Batch Listing screen by:

   • Clicking the Print button on the Batch List screen.
   • Clicking File > Print Batch Listing Report on any transaction entry screen.

2. Select the type of batch for which you are printing listings (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 batch listing.
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 any optional information you want to include, as follows:

   • .Reprint Previously Printed Batches.
   • Show Comments.
   • Show Schedules. Select this option to include multiple payment schedules on invoice batch listings.
   • Show Tax Details. Select this option to include tax details on invoice batch listings.

   • Show Adjustment Details. Select this option to include details of adjustments posted with payments and an adjustment summary.

     Note: This option appears only for payment batch listings, and it is not available for an Intercompany Transactions company.

   • Show Job Details. Select this option to include the contract, project, category, resource, applied amount, and discount taken for each job‑related detail, and to print a summary by contract.

     Note: This option appears only if you use Sage 300 ERP and Job Costing, and it is not available for an Intercompany Transactions company.

   • Show Optional Fields. Select this option to include optional field information included with transactions.

     Note: This option appears only if you use Sage 300 ERP Transaction Analysis and Optional Field Creator.

6. 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 ERP Accounts Payable at another location, or by a non-Sage 300 ERP 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 ERP 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.

7. Select the statuses of batches to print. You can choose:

   • Open. These are unlisted batches, or edited batches that have not been relisted.
   • Ready To Post. These are completed batches that have been marked Ready To Post.
   • Posted. These are batches that have been posted.

8. Click Print.

   • If you are printing to a 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 a file, the Export Report window appears. Specify a name and location for the file, and then click Save.
   • 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.
   • If you are printing to e-mail, an e-mail message appears with the report attached.

After printing batch listings

• Verify the contents, correct any errors in the batches, and reprint the edited batches.
• File the batch listings with your other audit trail records.
• Post the batches.

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