Using batch references

Modified on Fri, 16 May at 7:17 AM

2 minute read

When invoice schedules or billing contracts are run in Found, a unique batch reference is automatically generated. This reference allows you to quickly search for and identify all financial documents (invoices and credit notes) created during that specific batch run. It’s an essential tool for tracking, auditing, and reviewing grouped document activity.

What is a batch reference?

A batch reference is a system-generated identifier made up of a combination of letters and numbers. It is created whenever schedules or billing contracts are processed and their associated financial documents are generated.

Each batch reference is:

Unique to that specific run
Shared across all documents generated at the same time
Searchable in Found to help you locate documents efficiently

Where to find the batch reference

You can access the batch reference in two ways:

Source	Details
Email Notification	An email containing the batch reference is sent to the user who ran the schedule. It will be sent to the email address linked to their Found account.
Invoices & Credit Notes Table	After the documents are generated, the batch reference will appear temporarily in the relevant table within Found. To access the batch reference at a later date, navigate to the email notification.

How to use a batch reference

You can use the batch reference to search for all invoices and credit notes created in that batch.

To search using a batch reference:

Navigate to the Billing tab
Select View Invoices & Credit Notes
Choose either a specific Location or View All
Click Filtering
Paste the Batch Reference into the Search Bar

This will return all documents linked to that batch, allowing you to review the group of invoices and credit notes that were generated together.

Using batch references effectively helps streamline your review process, track invoice generation activity, and provide a clear audit trail when needed.