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Introduction

The accounts payable module uses the batch method to group invoices. The batch date on the header screen of the batch is what determines the day the batch will post in the GL system. If you are entering invoices at the beginning of a new month and have some invoices from the prior month, you will need to separate the invoices into two piles and then create two separate batches: One with a batch date that will post in the prior month and one with a batch date that will post in the current month.

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Batch Date: This is the actual date of the batch and the Month that the expenses will post
 Tip
Note: If entering last month's invoices be sure to put in last month's date in this field
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You can enter a Manual check to pay an invoice already in the system. You can also enter a Manual check that paid an invoice that is not yet in the system; entering the invoice and paying it within the same batch. If the invoice is in the system you would leave the Total Invoice Gross "0.00" as you see in the first screenshot below. If you are adding the invoice and entering the manual check you will enter the dollar amount of the invoice in the Total Invoice Gross field, as you see in the second screenshot below.
    
Batch Date: This is the actual date of the batch and the Month that the expenses will post.
Batch Type: MC- Manual Checks
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Beginning Voucher Number: This would be the beginning voucher number for the invoices being entered if you are using voucher numbers.
Press ENTER to save the batch header information and enter the Invoice Entry screen.
Invoice Entry Screen
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If the invoice is in the system you can enter the Vendor no and Invoice no and press enter to bring up the invoice information. If it is not in the system please continue to fill in all required fields.
Vendor No: Fill in the appropriate vendor number or use the F8 key to Add Vendor
Invoice No: Fill in the invoice number
 Info
Note: It will flag it if there is a duplicate. If the manual check is to pay an existing invoice, hit enter at this point and the system will bring up that invoice.
Invoice Date: Fill in the actual date of the invoice. The invoice will age by this date
Invoice Amount: Fill in the amount of the invoice
Memo - This field is optional. This information will print on the check and in the General Ledger unless a description is entered in the GL Distribution section which will override the Memo field on the G/L.
Hold Code- This will default from the Vendor Master. You can override and enter something different if desired.
Inv Due Date: The system defaults on the due date based on the invoice date and the terms
Discount Due Date: If the terms offer a discount based on days (2% 10, Net 30), the system will default on the discount due date. The date can be changed.
Discount Amt: If the terms offer a discount based on days (2% 10, Net 30), the system will default on the discount amount. The amount can be changed.
Payment Type: This field will default from the Vendor Master. You can change it if desired.
Payment Type: Printed or E-Payment, this pulls from the vendor master.
A/P Ledger Code- This field will default from the vendor master. You can change it if desired.
Optional fields by pressing F3 – Discount Keyable button at the bottom, if you would like to key in the dscnt due date and dscnt amount fields, use the F3 key to do so.