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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
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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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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
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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.
Press enter to go to the GL distribution section, here you will decide what GL account or accounts this invoice will expense to.
Enter the GL Account number – If you don't know it, you can look up the G/L number
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titleHow to look up a G/L Account
If you don't know it, you can look up the G/L number in this screen, in the first field, enter a "?". This will bring up a list of your Cost Centers.
Follow the prompts to select your desired G/L Account.
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If the total amount of the invoice is to go to that GL account number, press enter and the amount will be populated by the system.
If more than one account is to be entered, enter the correct amount and then continue to enter GL Accounts and amounts until the entire invoice has been assigned.
If you fill the page, there is a button at the bottom "Next Accounts" that will bring up a new page to continue the entry of GL accounts and amounts.
 Warning
Be careful if you are entering multiple pages of accounts and amounts. If you are looking down and not at the screen, when it finishes filling a page it will take you back to the top and start writing over your first entries. Pay attention.
When all GL distribution has been entered, press enter to complete that invoice information entry and to go to the manual payment information screen:
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Check Date: This is the date the check was paid on.
Check #: This is the check number.
Amount Paid: This is the amount paid on the manual check.
Discount Taken: This is the total of discount taken, if any.
Now you are ready to continue entering more invoices. When done press F7 to go to the batch totals screen.
The next step is to Print your Batch Edit list and Update your invoices into the system.