Where Is It Found

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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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.

Batch Date: This is the actual date of the batch and the Month that the expenses will post.

Batch Type: MC- Manual Checks

Total Invoice Gross: Fill in the total for the new invoices that are being entered, that were paid with manual checks. Note, that you can also use manual checks to pay invoices that are already in the system.

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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

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.

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

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.

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 steps are to Print Invoice Edit List and Update Data Base with New Invoices.