APIDM.EIN Invoice Change Batch
- Danielle Chamberlain
Introduction
If you have already entered the invoice in the AP module and have not updated it to AP or GL modules, you can change it by going into the same batch and changing the information that is incorrect. You do not need to use the Change invoice batch type.
If you have already posted to the AP or GL module, by running the menu option APIDM.UIN, you can enter a new batch using the "Change" batch type indicated below to make changes to previously entered invoices.
Can't Change | Can Change |
|---|---|
Invoice Number | Invoice Date |
Vendor Number | Due Date |
Invoice Amount | GL Account |
Discount Amount | Distribution Amount |
Table of Contents
Where Is It Found
Adding a Batch for Invoice Changes
The first screen for entering invoices is the options 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: CH- Invoice changes
Total Invoice Gross: With a change invoice batch the total invoice gross will always be $0.
Total Check Amount: This is only used if entering an MC batch, this would be the total amount of the checks. Leave this blank or 0.00 for an Invoice change 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.
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
Invoice No: Fill in the invoice number
Note: It will flag it if there is a duplicate
Once the invoice number is entered PRESS ENTER on your keyboard and the other fields will auto-populate as it is an invoice that is already in the system. This is when you will enter any invoice changes to the invoice or general ledger information.
Press enter to go to the GL distribution section. You will enter a credit amount to the account that is incorrect and a debit amount for the new, correct account. The net change must be $0.00.
Enter the GL Account number – If you don't know it, you can look up the G/L number on this screen, in the first field, enter a "?".
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.
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 changes Press F7 Totals Screen.
There was no invoice gross entered so the difference should be zero. You would then proceed to Print Invoice Edit List and have a printout to use to verify the changes.
