The Batch History screen is the diagnostic heart of Automatic Batch Reconciliation (ABR). It shows every settled batch, lets you expand a batch into its individual transactions, and tells you exactly which transactions to look at when your sweep account does not return to zero.
The batch grid
Each payment type's module shows its own Batch History grid. For every batch you see:
- Batch ID and Settle Date
- Gross amount (plus Fee and Net columns for credit card merchants on Daily Discount)
- Counts for Sales, Refunds, and Voids
- A Status pill, plus a Confirm action when a batch is waiting on a fee entry
Batch statuses move through: Pending Fee Entry (daily discount batches waiting for a fee) > Pending Sync > Syncing > Synced, or Sync Error (red pill) if the journal entry could not post. A batch in Sync Error retries automatically on the normal sync cycle. You can filter the grid by All, Pending Sync, Synced, or Sync Error.
Two quick notes on the counts:
- Voids appear in their own column for visibility, but voided amounts are never part of the batch money, because a voided payment never settles.
- Refunds ride inside the day's batch. On a refund-heavy day the batch total can be negative; the journal entry simply flips direction and the sweep still zeroes out.
Expanding a batch
Click a batch to expand it into its individual transactions. Rows with a matching record in Biller Genie show a blue Invoice # link that opens the invoice directly; when no invoice exists, the link falls back to the sales receipt, or to the transaction itself. The Gateway Txn ID column opens the transaction itself.
Older batches. Per-transaction detail appears for batches created going forward. Batches from before Automatic Batch Reconciliation was installed, or from before your gateway supported transaction linking, will not show per-transaction detail when expanded. That is expected, not a defect.
The four link states, in plain language
Every transaction in a batch is checked against two independent links:
- The payment link: does the gateway's transaction reference match a transaction in Biller Genie?
- The accounting link: is there an invoice or sales receipt for it synced to QuickBooks?
Each link can be present or missing, which gives four possible states:
| State | In Biller Genie? | In QuickBooks? | What it means |
|---|---|---|---|
| Fully linked | Yes | Yes | Reconciled end to end. Nothing to do. |
| Third-party | No | Yes | The sale originated at your gateway, not in Biller Genie, and a third-party sales receipt carries it into QuickBooks. |
| Payment only | Yes | No | The transaction exists in Biller Genie, but its payment never synced to QuickBooks. Typical causes: a virtual terminal sale, a hosted payment page sale, or a transaction that was detached from its invoice. The batch swept the money, but no payment ever offset the sweep, so the sweep is off by this amount. |
| Fully unlinked | No | No | The transaction is in the gateway batch, but Biller Genie has no record of it at all (shown red as "Unlinked"). The deposit includes money that was never booked anywhere, which leaves a negative sweep balance. |
The Invoice # link also makes the accounting link visible at a glance: a row that links to an invoice or sales receipt is carried into QuickBooks, while a linked row with nothing behind that link is in the payment-only state.
Why the sweep should hit zero
Every payment puts money into the sweep, and every settled batch takes that same money out. When both sides agree, the sweep account lands back at exactly zero. That makes the sweep balance your single reconciliation health check: grey pill, all good. Any other balance means at least one transaction in a recent batch is not fully linked.
When the sweep does not zero out: the triage
- The sweep pill on the module screen is blue or orange instead of grey.
- Open Batch History, expand the recent batches, and classify each suspect transaction using the table above.
- Fix by state:
- Fully unlinked: the sale exists only at your gateway. Book it (or a third-party sales receipt) in QuickBooks so the money has a source.
- Payment only: the transaction is in Biller Genie but its payment never reached QuickBooks. Resolve the sync, for example by reattaching the transaction to its invoice or recording the payment, so the sweep gets its offsetting entry.
- Third-party: usually fine, but confirm the third-party sales receipt actually synced.
When every transaction in every batch is fully linked or properly third-party linked, the sweep returns to zero.
Notes for ACH and check batches
- ACH and check batches are built from Biller Genie's own funded payment records, so every transaction in them is linked by construction. Where your gateway provides per-transaction detail, it enriches the display but never changes the linking.
- The gateway transaction ID and Details columns hide automatically when a batch has none.