Working with Batches
***Updates to the Batch List page to protect the historical integrity of the allocation data have been made.***
Historically, batch list exports have always pulled the most current flight data, cost code information, and algorithm calculations from the system. Changes have been made to the Batch List exports that are generated. Now, when an batch export is created, it will be saved in the system.
Anytime an export is generated from the batch, it will yield that historical document. If and when an export is "Recreated", the newly created export will then be saved as the new historical document.
The new functionality on the Batch List page has added the need for a new "Recreate Exports" check-box. By forcing the user to "Recreate" the export, it assures that the historical batch exports remain until the user overrides the old export and recreates the new one.
These changes will ensure that the historical exports that were sent off to billed remain in the Helipass system unless the exports are intentionally updated by the user.
Here are a couple of main issues that this new process mitigates:
- Company sales/mergers/acquisitions can change the algorithm calculations without losing the historical exports from prior
- Flights being altered by users after the billing has already been complete
What UI (user interface) changes will I see?
The only changes to the UI will be a new check-box under the Export drop down menu in the Allocation view of a batch.
What changes do I need to make in my process of closing out the end-of-month billing?
When working in a batch that has not been sent off to billing yet, you will need to check the "Recreate Exports" button in the Allocation view. The system will remember the 1st exports downloaded and then only maintain the most recent Recreated Export.
It is recommended that the exports always be freshly recreated (even if an export hasn't been downloaded prior) before sending it off to billing. With a fresh set of exports and the documents sent off to billing, go change the batch status to Closed. This will give a sign to others that this batch has already been sent off to billing and should not be recreated unless specifically directed to.
Helipass allows you to create a batch of invoices for a particular time period. This invoice batch results in a single allocation output based on the batched invoices.
The purpose of batching is to apply a number of invoiced costs across all of a month's applicable callsigns to generate a single allocation output. Whether your allocations generate a structured data export (an SAP export or .csv file, for example) or are integrated directly into your company's financial system, the invoice batch will allow you to apply all invoiced costs for a particular time period to that time period's flight activity, then generate a single set of journal entries for the time period.
Be aware that when you add invoices to a batch, the invoice costs will be allocated to flight activity occurring within the date range of the batch. For example--if you add an invoice from July to a September batch, the July invoice costs will be allocated to September's flight activity. In most cases, this is not desired, so be careful that you're only including invoices for the desired time period in the batch.
Creating a New Batch
To create a new batch, go to the Batch List in the financial module.
Within the Batch view you'll see a list of batches. At the top of the screen is a filter you can use to find a specific batch, or you can simply add a batch by clicking the "Add" button.
When creating a new batch, you'll give the batch a description (a friendly name to be shown in the batch list), a batch Status, and a batch Start and End date. At the bottom of the window, you'll see a list of invoices in the system and some information about them (date, provider, status, invoice number, invoice type). To select an invoice to be included in the batch, select the invoice and click the single right arrow. To select all displayed invoices, select the double right arrow. Use the filter field to filter the invoices by typing part of their description.
NOTE: This is where it's really important to select invoices whose dates match the date range of your batch. Remember that the date range of your batch determines what flight activity you're going to allocated costs to. If you select invoices from outside of the batch's date range, know that you're going to allocate those invoice's costs across the flight activity specified in the batch's date range.
Once you've created your batch, you can edit it, view the combined allocation for all the batch's invoices, or export the batch allocation using the action buttons in the batch list. If any information is updated or changed on an individual invoice after a batched export has been generated, the user will have to go into the batch allocation view, refresh the trip data, check the "Recreate Export" box under the Export drop down, and then select the export they wish to generate.
After this process is complete, this will be the new historical export that will be retained in the system.
Editing a Batch
To edit a batch, use the "Edit" action button on the right-hand side of the batch list.
Recreating Batch Exports
In the event you needed to make some changes to the invoices that make up a batch you have already exported, you will need to "Recreate the Exports" before you see the changes.
To Recreate the Exports:
1. From the Batch List page, click the "Allocation" button for the batch you wish to update
2. Refreshed and sync trip data to pull most recent trip data
3. Under the Export drop down, check "Recreate Exports" box and the desired file
4. Repeat steps 1-3 until the batch is ready to send to the billing department
5. Send export to the billing department
6. Update the batch status to "Closed"
Once the allocations have been billed and the Batch Status changed to Closed, be cautious of any recreating any exports to preserve the historical information for potential audits.
It is good practice to always hit the "Recreate Export" button prior to sending any export off for billing. This will ensure that you are pulling a report with the most up-to-date information.
Deleting a Batch
To delete an existing batch, click the "edit" action button on the right-hand side of the batch list, then click the "Delete" button in the lower right-hand corner of the Batch Details dialog box.
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