Will I still be mailed or emailed invoices from the publishers?
In addition to being able to access invoices on Batch, stores will continue to receive mailed or emailed copies of their invoices directly from the publisher with the following exception:
HarperCollins: Upon going live with Batch, stores will no longer receive mailed or emailed invoices from HarperCollins. In addition to the Batch view of invoices, PDF copies of invoices will be available for viewing, downloading, and/or printing directly on Batch for Books.
To access a HarperCollins invoice, users can click on the PDF icon in the "View PDF" column within the list of transactions (as per the image below).
What vendors are available to be paid through Batch?
We launched Batch For Books with Penguin Random House, Macmillan, and HarperCollins, but we are in talks with other vendors to come on board to the system.
If a vendor isn’t available on Batch that you would like to see on there, here’s what you can do:
- Let us know what vendor you’d like to see on there by emailing firstname.lastname@example.org.
- Affix “I’d Rather Pay by Batch!” stickers to all your statements. To request stickers, email email@example.com. Subject: I’d Rather Pay by Batch
- Talk to your publisher reps and let them know that you’re interested in using Batch. Mention it as often as possible so they know you really want it.
Are there any stipulations to going live on Batch with the vendors?
Yes. All vendors on Batch require that your account be in good standing before they’ll start transferring invoice information to Batch for Books. While Batch communicates to participating vendors when a store registers, the following vendors require additional confirmation of your participation in advance of your start date:
- Macmillan: Stores must email Susan Sass (firstname.lastname@example.org) and inform her that they confirm their participation with Batch.
- Penguin Random House: Upon going live, PRH will contact stores via email to confirm their participation. Unlike other vendors, once a store goes live with PRH on Batch, PRH requires that they make their payments through Batch at that point.
Must I pay my vendors through Batch or do I have the option of paying them directly?
We recognize that circumstances may arise where you need the flexibility to pay either through Batch For Books or directly to the vendor. For most of the vendors, you have the option to pay directly through Batch OR you can opt to pay them directly. Should you pay the vendor directly, you will want to mark those invoices as 'Not Paying through Batch' on the system so that those invoices are no longer open. (There is a separate FAQ on reopening and authorizing those invoices later, should you need to.)
The one exception is Penguin Random House who have stipulated that once a store goes live on Batch For Books with PRH, payments must be made through us.
When can I see the amounts I have paid the vendors?
Early in the morning of the day following the closing date for authorizations, you will be able to see the amounts paid to vendors in a few different locations:
- From the main menu, go to Period Summaries and set the 'Show Period' filter to PAST.
- From the main menu, got to Reports and then select Bookstore Payment Status.
Can I still pay MPS early through Batch and receive the extra 1% early payment discount?
Yes. If you pay your MPS invoices within the MPS early settlement terms, a credit note will automatically be added to your Batch For Books account. This can then be used as part of your next payment.
Can I pay an invoice before the due date shown on my account?
Yes. In order to do so, you need to authorize a transaction and bring it forward to the current period. Users are able to bring transaction forward on either an individual basis or en masse.
For individual transactions — Go to the 'Future period summary' and authorize the invoices to be paid early. Then, find the invoice you want to bring forward in your list of transactions, click on the invoice number to show the invoice detail and click on the 'Due Date' drop down box. Change the due date to the current period and click ‘Update’.
For multiple transactions — Go to the ‘Future period summary’ and authorize the invoices to be paid early. Once the transactions have been authorized, click on the clock icon to the left of the authorized transactions and that will bring all the authorized invoices to the current period.
Related material: Watch an instructional video on how to bring invoices forward.