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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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Where Is It Found
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titleWhere to find it
Menu APIDM option EIN

Enter Invoices
The first screen of entering invoices is the option screen. Here you choose/create the batch ID and the option that you would like for that batch.
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When finished choosing the criteria on the initial batch screen, hit enter to go to the batch header screen.
Invoice Entry Batch
AP Invoice Entry Batch Header Screen
Batch Date: This is the actual date of the batch and the Month that the expenses will post
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Note: If entering last month's invoices be sure to put in last month's date in this field
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Once this screen is complete, hit enter to be taken to the invoice entry screen. You will fill out the details for the invoices you are entering into the system on this screen.
Invoice Entry
Vendor No: Fill in the appropriate vendor number or use the F8 key to Add Vendor. You can also click on the glyph to pull up the vendor grid to search for a vendor or put a '?' in the vendor field and hit enter to search for a vendor.
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Now you are ready to continue entering more invoices. 
When done with all invoice Press F7 Totals Screen.
Invoice Entry Batch Totals Screen
Be sure the "Difference" row has a value of $0. If it does not match, verify that your original total Gross Amount entered was correct by running a tape of your invoices again.
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OR you can proceed to printing the Edit list (Menu APIDM option PIN) and have a printout to use to verify the amounts.
Entering a Manual Check Batch
Invoice Entry Batch Header Screen
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.
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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
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.
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Now you are ready to continue entering more invoices. When done press F7 to go to the batch totals screen.
The next steps are to Print Invoice Edit List and Update Data Base with New Invoices.