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John Wiley & Sons use Batch!

Suppliers' FAQs

An invoice has been paid directly to us. How do I remove it from Batch?

The bookshop has the ability to ‘Manually Adjust’ an invoice that has been paid outside Batch. Alternatively, let us know and we will do it for you.

A credit note has been taken already. How do I remove it from Batch?

The bookshop has the ability to ‘Manually Adjust’ a credit note that has been settled outside Batch. Alternatively, let us know and we will do it for you.

A bookseller wants to take a credit note before the due date on Batch. Is it possible?

Yes. If you agree the credit note can be taken early, use the ‘Search’ button at the top of the screen to find the credit note. Click on the credit note number to show the credit detail and click on the ‘Due Date’ drop down box. You then have the option to change the due date to the current month and then click update at the bottom of the screen.

If an invoice has been authorised will it definitely be paid?

A bookseller has until midnight on the 4th working day before the end of the month to authorise and unauthorise payments. Any payments that have been authorised at the closing date will be paid to the supplier.

How do I manually add an invoice or credit if it is not on Batch?

Log on to Batch and go to ‘Create Transaction’, then choose to add either an invoice or credit.Enter the bookshop name or its SAN, click on the binoculars symbol and choose the correct shop. Enter an invoice or credit note number, date of invoice and due date (invoices only). You must use the ‘Product code’ field (your initials are sufficient), Unit Cost, Quantity and Zero VAT. Click ‘Validate’ and if the details are correct click ’Confirm’

When I click on ‘Validate’ (see above), I get  a red cross. What do I do?

One of the parameters in either missing, in the wrong format or a duplicate. A quantity number must be present and the a date must be inserted as DD-MMM-2012. The system will not allow the same invoice or credit note number to be inputted more than once. If you need to re-use it, add something to the original transaction number, eg.123456/a.

How will I know which bookshops are on Batch?

Each month Batch sends you two files, the Global List and New Users. The Global List contains the details of all the Batch users. New Users contains the details of new bookshops that have just joined Batch. You should ensure that the bookshops on both lists are flagged on your systems, otherwise transactions will not get loaded and bookshops cannot pay you through Batch.

What happens if a bookseller defaults?

If a bookseller pays less than the authorised amount, the supplier will be notified but still receive the full amount from Batch who act as a 'bridge'. We will give the bookseller 24 hours to make up the shortfall. In those rare instances where a bookseller still fails to pay, we give the supplier five working days' notice that the money should be returned by them to Batch. (See your supplier’s contract for details.)

What do the different ‘Status’ categories mean?

Open  - no action has been taken on transaction.
Authorised – authorised to be paid when transaction becomes due.
Marked for Col – payment is included in the remittance you have received and money will be in your bank account on last working day of the month.
Cleared – the transaction has been paid through Batch in a previous month.
Man adj – the transaction has been marked that it will not be paid through Batch (this status can be reversed to Open if necessary).

When does a supplier get the remittance advice?

The remittance  advice showing all the transactions that have been paid will be available on the 3rd working day before the end of each month. It is usually sent to an FTP folder (in EDI and PDF format), emailed to selected contacts or it can be downloaded directly from our website.

How can I see what a bookseller has authorised for payment?

There are several ways to view this information: if you want to see a single invoice click ‘Search’ on the top bar and enter the invoice and bookshop details. Click ‘Search’

If you want to see all the transactions that are outstanding or have been authorised, go to ‘Reports’ and click ‘Current Period Summary’ to see all your bookshops listed. Or click ’Publisher Status’ to see the overall status and all past payments that have been made to your company.