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.
Table of Contents
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.
Option Definitions:
A = Add a batch
H = Change batch Header data
D = Change batch Detail data
T = Show batch Totals
R = Review a batch
Batch ID: Our recommendation for batch ID is YYMMDD and initials on the end if more than one person is entering payables. You can set up a "recurring" batch for invoices that need to be entered each month with the copy feature.
You can also use the copy function to create a new batch from an already created batch.
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
Note: If entering last month's invoices be sure to put in last month's date in this field
Batch Type: For this example, we will be using batch type. IE- Invoice entry: adding new invoices to the system
Total Invoice Gross: Enter the total dollar amount of new invoices being added to the system. This is a great protection from entering an invoice with the wrong amount. (Run a 10-key tape to get the invoice total to enter on this screen)
Total Check Amount: This is only used if entering an MC batch, this would be the total amount of the checks
Batch Form Type: This is only used if you need to print on different check stock and AMS is printing the check information
Checking Account Code: This is only used if you PRINT checks out of more than one checking account
AP Ledger Code: This is only used if multiple Liability accounts are set up, the AP Ledger code drives which of those liability accounts will be used for the invoices entered on that batch.
Beginning Voucher Number: This would be the beginning voucher number for the invoices being entered; if you are using voucher numbers.
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.
Invoice No: Fill in the invoice number
Note: It will flag it if there is a duplicate
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 necessary.
Inv Due Date: The system defaults in 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 in 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 in the discount amount. The amount can be changed.
Payment Type: Printed or E-Payment, this pulls from the vendor master. This field will default from the Vendor Master. You can change it if desired.
A/P Ledger Code- This is only used if multiple Liability accounts are setup, the AP Ledger code drives which of those liability accounts will be used for the invoices entered on that batch. Optional fields by pressing F3 – Discount Keyable button at bottom, if you would like to key in the dscnt due date and dscnt amount fields, use the F3 key to do so.
Once the information is entered you will have a screen filled in that looks similar to this:
Press enter to go to the GL distribution section, here you will decide what GL account or accounts this invoice will expense to.
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 entry of GL accounts and amounts.
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 distribution has been entered, press ENTER to complete that invoice.
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.
To correct the gross amount, press F7 Options Screen to go back to the header screen and correct.
If the original Gross Amount was correct on the header, then check each of the invoices that were entered. Go back to the "D" for the detail screen. Scroll thru each of the invoices to verify the amounts.
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.
Total Check Amount: Fill in the total check amount for any manual checks that will be entered in this batch.
Batch Form Type: This is only used if you need to print on different check stock and AMS is printing the check information
Checking Account Code: This is only used if you PRINT checks out of more than one checking account
AP Ledger Code: This is only used if multiple Liability accounts are set up, the AP Ledger code drives which of those liability accounts will be used for the invoices entered on that batch.
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.
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.