Batch ecommerce transactions (sales orders and credit notes)

Overview

Find out how to batch ecommerce sales orders and credit notes, so that when a batch payment appears in your bank account, you only have to reconcile it against one transaction.

Ecommerce payment providers typically make deposits in batches on a schedule.

For example, instead of receiving a deposit every time you receive a payment, you might receive one deposit every 48 hours that’s equal in value to the payments received during that time (less refunds and fees).

You’ve got to reconcile such a deposit against the invoices and credit notes with payments in the deposit. To make reconciliation easy, you can bundle those sales orders and credit notes into one batch, so that when the payment appears in your bank account, you only have to reconcile it against one invoice (or credit note, if the batch is negative).

You must configure your integration before creating batches. The sales orders and credit notes in a batch must be

downloaded from the same ecommerce integration,
assigned to the same branch for dispatch, and
paid for by the same method.

If you want to create batches by branch and payment method only, find out about closing the register.

Configure your integration

Log in to Cin7 Omni.
From the Integrations menu in the navigation, open your ecommerce integration.
Select Settings.
Open the Settings tab.
Under Accounting,
- set Invoices Options to Allow Batch Invoices, and
- set Default Accounting Status to Not Imported Yet.
Select Save Settings.

You can now batch sales orders and credit notes downloaded from this integration.

Batch ecommerce transactions

Log in to Cin7 Omni.
From the Integrations menu in the navigation, open your ecommerce integration.
On the Order Status tile, select Batch Payments.
Use the filters, such as Date, Branch, and Payment Type, to filter the results to sales order and credit notes you want to batch and select Search.
- Don’t change the Register filter – this filter excludes transactions not downloaded from this ecommerce integration.
- If your results include transactions with different payment methods and branches, you’ll be creating a separate batch for each payment–branch combination. The table summarizes what batches you’ll create. Optionally, add the real totals for each batch into the table.
Select Close Register and OK to confirm.

Once you’ve created a batch, sync it to Xero or sync it to QuickBooks Online like a regular sales order (or credit note, if the batch is negative).

To view historical batches, open Batch Invoices from the Accounting menu in the navigation. And to edit sales orders or credit notes in a batch, unbatch them.

Batch customer

A special “customer” is created for each type of batch.

For example, the first time you batch transactions with credit card payments from Ecommerce Integration 1 and dispatched by Branch A, the customer Batch Credit Card Branch A - Ecommerce Integration 1 is created.

This customer is assigned to the batch and all future batches like it. Different customers are created for batches for different branches, integrations, and payment types. Find them in the CRM.

Batch accounting

By default, when you sync a batch to Xero or QuickBooks Online, it’s allocated to your accounting integration's Sales account.

But you can distribute and allocate the value of each batch to various accounts in your general ledger instead. To do so, you must have assigned alternative general ledger (GL) accounts to the products in the transactions in the batch. Then the batch will have a separate line item for each alternative GL account that part of the value of the batch is being allocated to.

Don't assign an alternative GL account to the batch customer. Doing so won't have any effect on the corresponding batches.

FAQs

Are credits notes batched?

Yes, batches include credit notes.