Overview:

This screen is the entry point to viewing AP Invoices by batch, as well as creating New AP Credit Batches and subsequently New AP Credits. You can have an unlimited number of batches, but it is recommended to organise your batches based on exporting to your financial software. AP Credits are similar to AP Invoices and can quickly identify credits from invoices, facilitating application of credits to existing invoices.

Screen Guide:

Open

• + New Batch  will open the AP Credits - New Batch window, detailed below.

• Batch No is an automatic system-generated number. Settings can be modified to give different locations a separate prefix. Clicking on this field will open the AP Credits - Batch Details screen.

• Date/Period is the date and financial period of the batch, not the individual credit(s). Credits in the batch should be in the same period of the batch, which can be enforced in Control Parameters under "Check AP Invoice Date".

• Reference is user defined unless it is automatically created by the system.

• Status

  • Open - This batch is available for adding additional documents. For automatic batching, the first open batch for the month will be used.

  • Closed - This batch is locked and additional documents cannot be added unless it is reopened.

  • Exported - This batch has been exported to the financial software and should no longer be used in order to maintain financial integrity.

  • Not For Export - This will prevent the batch from being exported, and should be used in situations where the batch is empty and will not be used, or for advanced batch control situations.

Open

• Batch Date is user defined. Entering a batch date later in the month than a credit date will not have an effect; the credit date must be within the batch period for most financial systems, however, which can be enforced in Control Parameters under "Check AP Invoice Date".

• Reference is user defined unless it is automatically created by the system. Use whichever naming convention that makes sense for your financial setup.

• Financial Company - Ensure that the correct Financial Company is selected for the batch. Multiple financial companies maintain a separate list of supplier Companies, so take care when deciding which company to select.

• Location is determined by the user's Location set in their User profile.

• Batch Notes are optional and generally not necessary for everyday operation. This field is useful for communicating across an accounts team or to note the purpose of a particular batch.

Next Steps:

Click create batch when you have finished entering the required fields, which will take you to the AP Credits - Batch Details screen of the new batch.

To view the details of an existing batch, click the Batch No field.