Overview: Financial Module customers using the Batch List page in Helipass will see a new button within the allocation view under the Export drop down menu. This "Recreate Export" check-box goes hand in hand with historical data integrity in regards to billing.

This document will walk you through the new functionality that this feature brings to the Batch List, as well as how and when this button should be used.

In short, these are the four steps to remember:
1. Make sure trip data is refreshed and synced
2. Check "Recreate Exports" box
3. Exported file and send to billing
4. Change Batch Status to Close

New Functionality of the Batch List Page
For many of the Financial Module customers, the batch list page is used to generate the total allocations for a month spanning all invoices incurred. Once the invoices have been reconciled and deemed ready for billing, the batch is exported out from the system and sent to the billing department to be charged out. Once those invoices are billed, they should remain unchanged in the Helipass system.

The system was built to always pull the latest flight data and run off the current formula that is being computed for the allocation. There was no historical lock that could be put in place to freeze the output exactly as it would have been calculated on that date in history.

New functionality has been built in to the Batch List logic which will always export the last "Created" export. The 1st created export happens the first time that an export is ran for that batch. If any information has been updated on the invoices or flights that are a part of the batch being reconciled, you will want to select "Refresh Flight Data", check the new check-box to "Recreate Export", and then export the desired file.

When this process is complete, this export will be the new export that is saved to this batch. It will be the export that is generated until another refresh/recreate/export is done.

How and When to Recreate Batch List Exports
During the end of month reconciliation process, each contracted aircraft, SAR contracts, specials, etc. will all have an invoice created. Once all invoices have been entered, the flight times have been verified, and the allocations are ready to be billed out, a new batch is created on the Batch List page.

Give the batch a name, leave the status in Open, set the start and end date of the billing period, move over each invoice that needs to be batched together, and hit save.

Once a batch has been exported from the system, the user should edit the status of the Batch from Open to Exported. This indicates that there is a historical report currently being stored. If there was any information on the invoices updated after that export, the report should be recreated with the button.

After the batch allocations are exported and sent to the finance department, the status should again be updated to Closed. It is rare that you will need/want to recreate an export after the billing process has been complete.