Cobalt's E-Commerce module allows you to create Batches, which groups e-commerce transactions based on defined logic. The hierarchy of logic is firstly manual batch assignment on the payment and refund records, then batch definitions, and finally the default batch.
Use Batch Definitions to set up rules for the grouping of various accounting transactions. Batch Definitions are query based, so the definition you create will contain certain limiting criteria for a particular entity that can be found in the Batch.
2. Create a Batch Definition by clicking +New. Fill Out Required Fields and Save.
- Name - The name of the Batch Definition.
- Prefix - Enter a prefix to appear as the Batch ID when generated. The ID will follow the convention of “[prefix]MDDYYYY."
- For example: the default prefix for invoices is INV, and default batches for invoices appear as “INVMMDDYYYY.”
- Sort Order - If more than one Batch Definition exists, this field sets the order in which the Batch Definition queries are evaluated.
- Entity - The entity for which this Batch Definition applies, such as Invoices or Payments. You will need to type the schema name of the entity in a specific format, which are provided below.
The entities available for batch definitions are:
- Invoice (invoice)
- Payment (cobalt_payment)
- Invoice Payment (cobalt_invoicepayment)
- Refund (cobalt_refund)
- Revenue Recognition (cobalt_revenuerecognition)
- Credit (cobalt_credit)
- Invoice Credit (cobalt_invoicecredit)
4. Set your criteria just as you would for an Advanced Find, and click Save. Then close your query.
Transactions will be grouped according to the logic for Default Batches if they do not have a manual batch set or if they do not meet any queries set in Batch Definitions. Default Batch logic groups transactions by type and by day. If multiple batches of the same type and day occur, they will be designated with an alpha-suffix (ex: APP01072014-A, APP01072014-B)
- If the Batch is of the type Invoice, the name will be “INVMMDDYYYY.”
- If the Batch is of the type Payment, the name will be “PMTMMDDYYYY.”
- If the Batch is of the type InvoicePayment, the name will be “APPMMDDYYYY."
- If the Batch is of the type Refund, the name will be “PMTMMDDYYYY.”
- If the Batch is of the type Revenue Recognition, the name will be “INVMMDDYYYY.”
- If the Batch is of the type Credit, the name will be “CRDMMDDYYYY.”
- If the Batch is of the type InvoiceCredit, the name will be “APCMMDDYYYY.”
You can also manually assign payments and refunds on each Payment or Refund record. After opening a payment or refund record, simply select the batch into which you'd like each payment or refund to go in the Manual Batch lookup field.