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Batch Management Overview (BAP)

Batch Management tools allow carriers to efficiently process large volumes of invoices at once. These tools streamline invoice review, payment processing, and automated updates using your organization’s own remittance files.

This section covers all Batch Management functionality:

  • Batch Status — bulk update invoice statuses
  • Batch Payment — bulk mark invoices as Paid or Awaiting Payment
  • Batch Payment Remittance — import your remittance file to automatically mark invoices as Paid

Each tool is designed to reduce manual effort, ensure consistency, and accelerate carrier-side workflows.

Batch Status

Description

Batch Status allows carriers to change invoice statuses in bulk.
Common actions include moving invoices from Pending to Ready for Payment or Rejected.

How to Use Batch Status

  1. Open Batch Status from the Batch Management menu.
  2. Select the applicable Vendor(s).
  3. Apply a Date Range (optional).
  4. Select the current Invoice Status (e.g., Pending) to filter the list.
  5. Click View Invoices to populate invoices.
  6. Select invoices manually or use Select All.
  7. Click Select to move chosen invoices into the Selected Inv. panel.
  8. Choose the new status from the dropdown (e.g., Ready for Payment, Rejected).
  9. Click Change Status.
  10. Review and confirm the success message.

Using the Selected Inv. Panel

The third panel—Selected Inv.—allows you to:

  • Remove invoices individually
  • Use Clear All to reset the selection
  • Ensure only intended invoices are included before submitting the change

Batch Status Details

After updating:

  • You’ll be redirected to the Batch Status Details page
  • Each batch is listed with:
    • The updated status
    • Date/time of update
    • User who performed the change
  • If an edit pencil is available, you can click it to reopen the batch and make further adjustments (returns you to the status‑change step)

Batch Payment

Description

Batch Payment enables carriers to mark multiple invoices as Paid or Awaiting Payment in a single action.

This is most often used when processing scheduled check runs or verifying vendor-submitted payment batches.

How to Use Batch Payment

  1. Open Batch Payment.
  2. Select the Vendor(s) to pay.
  3. Choose the Date Range.
  4. Click View Invoices.
  5. Select invoices individually or use Select All.
  6. Choose your action:
    • Mark as Paid
      • Requires entering:
        • Check Number
        • Check Date
        • Check Amount
    • Mark Awaiting Payment
      • No payment details required; used when preparing invoices for future payment processing
  7. Submit your update.

Batch Payment Details

After marking a batch as Paid:

  • You are redirected to the Batch Payment Details page
  • From here, you may:
    • Download an Excel or PDF payment record
    • Search for previously paid batches
    • View vendor-submitted batches awaiting payment
  • Only invoices in Ready for Payment status will appear for processing

Batch Payment Remittance

Overview

Batch Payment Remittance allows carriers to upload their own remittance file (Excel) to automatically update invoices to Paid status in BAP.

This feature is ideal for organizations that generate payments through an accounting system and want BAP to reflect those payments without manual entry.

Requirements

Your remittance file must:

  • Be an Excel file (.xls or .xlsx)

  • Contain the following fields (column headers may vary, but must be mappable):

    • Claim Number
    • Invoice Number
    • Vendor Name or VendorID
    • Check/Payment Number (field required; value may be optional)
    • Payment Date
    • Payment Amount (field required; value may be optional)

Note: These fields must exist in your file even if Check Number or Amount values are blank.

How to Use Batch Payment Remittance

Upload Process

  1. Go to Batch Management → Upload Payment Remittance.
  2. Prepare your Excel file containing:
    • InvoiceNumber
    • ClaimNumber
    • VendorName (or VendorID)
    • CheckDate
    • CheckNumber
    • CheckAmount
      (Payment values may be blank.)
  3. Select the Invoice Date Range.
    • This filters invoices by submission date
    • Be sure the range includes every invoice listed in your file
  4. Upload your file and click Upload File.
  5. Wait for the system to begin processing.

Field Mapping (first-time setup)

During your first upload, the system will ask you to:

  • Map BAP fields to your file’s columns
    • Example:
      • Invoice Number → “Invoice #”
      • Claim Number → “Claim No.”

Vendor Mapping

The system will then ask you to map each vendor name in your file to an existing vendor in BAP:

  • Example:
    • “Vendor A” → “Apple Adjusting”
    • “Vendor B Corp” → “Beta Claims Services”

Reviewing Results

Once processed:

  • A summary box shows:
    • Number of invoices successfully updated
    • Number of invoices requiring attention
  • For invoices with issues:
    • Errors appear as a count next to the invoice
    • Hover over Error to view error details and resolve them
    • Common issues include:
      • Mismatched invoice numbers
      • Claim/vendor mismatch
      • Invoice not in Ready for Payment status

Conclusion

Batch Management tools in BAP allow carriers to process large invoice volumes quickly, consistently, and accurately.

You can now:

  • Streamline bulk status changes
  • Execute bulk payment actions
  • Large payment updates through remittance uploads