Screen Guide:

Open

This screen shows the details of a single AP Credit batch, separated into two sections:

Batch Details:

• Batch Date is user defined. Entering a batch date later in the month than an 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 - This field is user defined unless it is automatically created by the system. Use whichever naming convention that makes sense for your financial setup.

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

Credit Lines:

• Credit No is a hyperlink that will take you to the details of this AP Credit. The credit number must be unique for each supplier.

• Date is the date of the individual AP credit.

• Status - 

  • Entered - This credit is modifiable and may be assigned to a reviewer or approver. For automatic batching, the first open batch for the month will be used.

  • Submitted - The credit has been reviewed and is ready to be approved by an approver

  • Approved - The credit has been approved by a user with appropriate authority. If the Control Parameter "AP Invoice Auto System Batch" is set to yes, the system will automatically move this credit to a generic batch.

  • Updated - The credit has been exported with its batch to the financial system and is not editable. Please contact your system administrator if there is a problem with an updated credit.

The Print button allows you to create a report listing all credits in a batch, which may be useful for reconciling with financials.

Next Steps:

+ New AP Credit will pop up a new window to add a new credit to this batch.