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  11. Invoice batch entry

Invoice batch entry

Invoice batch entry program enables multiple invoices and credit notes for a single creditor to be entered into the system in a batch. You can create a batch with batch reference and date; by company, period and creditor. The batch number is by company and is assigned on batch creation from the control number record AP-BTCH AP Batch number. Once the batch is created with the batch header information, you can add/enter invoices or credits for that creditor. For credit entries, original invoice must be specified under Original document in the Credit note header.

Add a new batch

  1. In the menu, expand Base Modules > Accounts Payable > Entry and double-click AP Invoice Batch Entry. APE010 AP Batch Entry/Maintenance panel appears. 
  2. Click function Add. AP Invoice Batch Entry APE010 appears is add mode.

Field Description
Batch no Batch number will automatically default to the next number from the control number record AP-BTCH AP Batch number.
Batch reference Meaningful description for the batch to easily identify it. This is mandatory.
Batch date The date of the batch creation. It defaults to todays date but can be overwritten.
Company Company code for the company the creditor is associated with. The default company code is taken from TMSAP/CONO and can be overridden.
Period Period will default to the current AP processing period but you can override it with the next period as postings are allowed for the next period. The system will warn you that the period entered is the NEXT period.
Creditor Creditor code for the creditor belonging to the above company against whom the AP invoices are going to be created.
  1. Enter the above batch information.
  2. Click OK. APE010 AP Entry/Maintenance header panel appears.
  3. Enter the following header information for the invoices/credit notes in the batch. This header information can be overridden when entering the individual invoices/credits.
Field Description
Authorisation

For Invoice/Credit Note Entry processing a user defined, default authorisation code displays, if the invoice Authorisation control switch has been set to Yes. This switch is set in TMSAP/AUTHCTL. This field does not display if the switch is set to No. The default can be overridden.

The default Authorisation code is established in TMSAP/AUTC-DFT and can be overridden in this panel.

An authorisation code is used to indicate who must authorise invoices for payment. The list of authorised people prints on the Authorisation Sheets and the order in which the initials are printed is used to guide the sequence of the paperwork from one authorised person to the next. Once the required authorisations have been obtained the invoice can be approved for payment via the Maintain Unapproved Invoices program. Up to 10 people can be nominated for each authorisation code.
Recipient inv

In the case of Royalties, related payments where an invoice is not presented by the creditors or payee, a Recipient invoice can be produced. The Recipient invoice field must be set to 1 for Yes in this case. The words TAX INVOICE will print on the invoice.
Payment terms

A Payment terms code is mandatory on the Creditors masterfile and this code displays as the default in all transactions.  It can be overridden if necessary.

In Invoice/Credit Note Entry, payment terms are used to calculate the Payment due date of a Creditors Invoice/Credit Note.  The calculation is based on the Document date entered when the invoice is captured and the Payment terms code conditions.  Each code defines the time period the code covers, if this period is measured in days or months and if the period is to be calculated starting from the date of the invoice or from end of month.

A system defined code of 00 is used to indicate prompt payment.  In this case the due date will display as 00/00/00. The default will be the Prompt Payment terms code.

The following message displays if the code entered is not found on the control file: Invalid due code - not defined on control file.
Due date Due date is calculated from the Payment terms field and will display by default.
Hold invoice ‘Y’ or ‘N’ flag to determine whether the invoice should be held. Held invoice can be maintained with changes permitted to the payment terms, hold invoice flag and comment fields. It can also be taken off hold.
Comments The comment field can be used for any special instructions or notations relating to the creditors invoice being entered. These comments can print on the payment remittance if the system is set-up to do so.
Dft particulars

This is a facility for notes or explanations for each accounting entry/line of the G/L dissection as a Journal Notation. In Invoice/Credit Note Entry, the Default particulars as entered on the header panel default for each line of the General Ledger dissection. This default can be overridden on a line by line basis. It is useful for expenses or period changed invoices.

To display the Tax fields instead of this Particulars field on the G/L dissection panel, select the function that switches between the two. Which field displays as the default depends on the settings in TMSAP/TAX-MODE.

On the G/L dissection panel, an additional panel displays, requiring the entry of a project’s commitment number and the amount to be allocated to this project.  The total allocated amount should equal the General Ledger total.

For expense allocations, entry of the particulars is mandatory if the account entered exists on TMSGL/PTCL-LNK.
  1. Click OK. APE010 AP Batch Entry/Maintenance panel appears to enter the invoices/credit notes in the batch.
  2. From here you can either:
    • Click either function Add Inv to enter an invoice or Add Credit for credit note entry. APE010 AP Entry/Maintenance header panel appears. The header information will display as entered on the batch header in step 4 above.  You can override the header information if required for the individual invoice/credit. 
    • Enter Creditor reference and the Document total and applicable Discount amount.
    • Click OK to enter the invoice/credit line details. For information on the details of AP invoice/credit entry see APE010 AP Entry/Maintenance Detail.
  3. OR click function Excel Upload to upload invoices from an excel file. These must be unapproved invoices i.e. with status ‘U’. When the Import Excel panel appears, enter the excel filename. The excel file must reside in the location specified on the panel. The excel file must have the invoice number, customer reference and up to 12 expense accounts for GL posting.

Maintain/view batch invoice/credit note details

  1. In the menu, expand Base Modules > Accounts Payable > Entry and double-click AP Invoice Batch Entry. APE010 AP Batch Entry/Maintenance panel appears. 
  2. Click function Search and select the batch from the list. Batch header information is displayed.
  3. Click OK to view the invoices/credits entered for the selected batch.
Option/Function Description
Change Allows you to change the Payment terms, Hold invoice flag or the Comment field on held invoice
Approved/All status Toggles between displaying approved invoices/credits or all invoices/credits in the batch.
Creditor/Tax file Toggles between displaying creditor name or the creditors tax file number on the detail line.
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