Batch Management

Rhythm puts all financial transactions into batches. This allows you to organize transactions based on your specific needs and create the necessary subledger entries for reconciliation.

Opening a New Batch

• From the app menu at the top of the screen, click on Finance & Billing.
• In the left navigation menu, click on Batches.
• Click on the Open New Batch button.
• You will be required to enter the following information:
  • Business Unit
  • Name
  • ID - Prepopulates with a value based on the name
  • Status
• Click Save Changes to complete.

Batch Statuses

• Open - transactions can be added to or removed from the batch
• Closed - you can no longer add/remove transactions from the batch, but no subledger entries have been created 
• Posted - posted batches have generated subledger entries
• Downloaded - the batch subledger data has been downloaded
• Verified - you can manually mark a batch as being verified
• Error - if there is an issue with closing or posting a batch, it will go in error status
• Archived - typically used during data migration

Searching and Viewing Batches

• From the app menu at the top of the screen, click on Finance & Billing.
• In the left navigation menu, click on Batches.
• On the Batches home page, you can run a search.
• You can enter in your criteria and click on the Search for Batches button.
• On the results screen, you can click on a payment to view it.
• For each batch in the results, there will be checkboxes that allow you to select multiple batches. You can click the Batch Operations and perform the following actions for multiple batches:
  • Post
  • Unpost
  • Download
  • Delete
• When viewing a batch, you will have the ability to see batch details and all transactions associated with the batch.
• You can edit the batch details by clicking Edit under Batch Options.

Posting a Batch

Posting a batch will generate subledger entries for all transactions associated with that batch. These entries can be downloaded and imported into your financial software package.

• When viewing a batch in open or closed status, click on the Post this Batch button.
• The system will run a check to see if all products purchased in the batch have the proper GL codes associated with them. If any products are missing the necessary GL codes, you will be prompted to populate the GL’s at that time. 
• You will be able to review the batch that is going to be posted and click the Post Batch button to complete.

Downloading Batch Subsidiary Ledger

When viewing a posted batch, you will have the ability to download all subledger entries.

• When viewing a posted batch, you can click on the Download This Batch button. 
• You will be able to confirm the batch that is going to be downloaded and click the Download button to complete.

Unposting Batches

When viewing a posted batch, you will have the ability to unpost the batch. Unposting batches removes the subledger entries for all transactions associated with that batch.

• When viewing a posted batch, you can click on the Unpost This Batch button. 
• You will be able to review the batch that is going to be unposted and click the Unpost Batch button to complete.

Recurring Batch Settings

Recurring batch schedules allow you to set when batches should be created. It gives you the flexibility to have multiple batch schedules, which can be tied to batch assignment rules.  For more details on how to setup recurring batches, check out this knowledge base article. 

• From the app menu at the top of the screen, click on Finance & Billing.

• In the left navigation menu, click on Setup.

• Click on Recurring Batches.
• You will see a list of recurring batches that have been already setup. You can hover over an existing item and click on the edit icon to make changes.
• To create a new recurring batch setting, click on the Create Recurring Batch button.
• You will have the ability to set the batch schedule to Daily, Weekly, Monthly, Yearly or use a Cron Expression to set an advanced schedule.
• Click Save Changes to complete.

Batch Assignment Rules

Batch assignment rules allow you to set what types of transactions can be assigned to your recurring batches.

• From the app menu at the top of the screen, click on Finance & Billing.
• In the left navigation menu, click on Setup.
• Click on Batch Assignment Settings.
• You will see a list of batch assignments that have been already setup. You can hover over an existing item and click on the edit icon to make changes. The arrow icon will change the evaluation order that the system uses to see if a transaction is eligible for the batch rule.
• To create a new recurring batch setting, click on the Add Batch Assignment Rule button.
• When adding a rule, you will have the ability to set how transactions are added to batches based on:
  • Transaction Type
  • Merchant Account
  • Bank Account
  • Payment Type
  • Credit Card Type
• You will need to set the recurring batch that the assignment rule is tied to.
• Click Save Changes to add the rule.