This chapter contains these topics:
From Accounts Receivable (G03), choose Customer & Invoice Entry
From Customer & Invoice Entry (G0311), choose Invoice Journal Review
Approving a Batch of Invoices
Invoice Journal Review displays and updates information in the following tables:
Batch Control (F0011)
A/R Ledger (F0311)
Account Ledger (F0911)
Review a list of invoice batches
Review and revise detailed invoice information
When you review invoices for posting, you can display a list of batches based on your user ID, a posting status, or a specific date range. For example, you might want to review all batches with a posting status of pending.
Display all batches for all users, or complete any of the following fields to limit the information displayed:
Batch Date From
Batch Date Thru
|User ID||The IBM-defined user profile.|
|Batch Number||A number that identifies a group of transactions that are processed and balanced as a unit. When you add a batch, you can either assign a batch number or let the system assign it through Next Numbers. When you change, locate, or delete a batch, you must specify the batch number. The system closes the batch when you return to the menu.|
|Batch Date From||The date of the batch. If you leave this field blank, the system date is used.|
|Batch Date Thru||The ending date of the range for the batches you want to display. If you specify a From date and leave the Thru date blank, the system displays all batches with that batch date and future batch dates.|
|Batch Status||A code that indicates the posting status of a batch. Valid codes are:
blank – Unposted batches that are pending approval or have a status of approved.
A – Approved for posting. The batch has no errors, is in balance, but has not yet been posted.
D – Posted. The batch posted successfully.
E – Error. The batch is in error. You must correct the batch before it can post.
P – Posting. The system is posting the batch to the general ledger. The batch is unavailable until the posting process is complete. If errors occur during the post, the batch status is changed to E (error).
U – In use. The batch is temporarily unavailable because someone is working with it.
These valid codes are set up in user defined codes (system 98, type IC).
|Unlisted batches||If the batch review security feature is activated, the system might not list all batches that have been entered. Instead, the system lists only the batches that you are authorized to review and approve.|
|Batch totals||If you use batch control, the system shows the differences between what you expect to enter and what you actually enter. These differences are shown for both the input total and the number of documents.
If you do not use batch control, the system subtracts your actual entries from zero, resulting in negative amounts in the fields that display the differences.
|Multi-Currency batch totals||Batch amounts are not currency-sensitive. For flexibility in data entry, you can enter any number of currencies in the same batch. The debit amounts of the entries are added to obtain the batch total.
If you enter transactions of different currencies into the same batch, the system does not adjust for the decimal notations of the different currencies. Instead, you get a hash total. For this reason, many users prefer to enter transactions with each different currency in separate batches.
To determine the expected input total for a batch with currencies that have different decimal places, add the amounts without using a decimal point.
You enter invoices for 10,535.00 USD and 16,433,500 JPY (Japanese Yen) in the same batch. The system disregards the decimal point in the USD amount and calculates a hash total. The total amount entered is 17,487,000 (1053500 plus 16433500).
The system displays decimals in the input totals based on the setting in the data dictionary item AICU. Using the same figures:
If you set the data dictionary to display zero decimals, the system displays 17,487,000.
If you set the data dictionary to display two decimals, the system displays 174,870.00.
After you review a list of batches, you can access transaction detail within a specific batch of invoices. For example, you can review the number of invoices within a batch and the gross amount total. You can also select a specific invoice for review.
You can also change various information on an unposted invoice and its associated G/L distribution information. You cannot change the following fields:
On Invoice Journal Review
Display the appropriate list of batches.
Choose a batch for detailed batch review and press Enter.
Do one of the following:
Choose the Review Individual Invoice option to review and revise the individual invoice
Choose the Review Associated Journal Entries option to review and revise the associated journal entry
|Balanced - Journal Entries||A code that indicates whether the journal entries (JEs) for a document are in balance. Valid codes are:
Y – Yes, JEs are in balance
N – No, at least one of the JEs is not in balance
After you correct an out-of-balance situation, the N code remains until you run the daily system integrity check.
On the Invoice Entry Journal Review screen in service billing, the field indicates if the accounts receivable entry displayed balances out of the account ledger entry.
A blank in this field is the same as a Y value, indicating the entries are in balance.
|Amount differences||If you use batch control, the input totals and total number of documents appear as hash totals on Invoice Journal Review.|
|Batch amounts||The gross amount of the invoice appears on Invoice Entry Journal Review even if part of the invoice has been paid. The batch total includes credit memos.|
|Foreign currency amounts||Batch amounts are not currency sensitive. For flexibility in data entry, you can enter any number of currencies in the same batch. The debit amounts of the entries are added to obtain the batch amount entered. You can enter unlike currencies.|
|Reviewing foreign currency invoices||You can review the original currency of each invoice and the domestic currency of the company to which it was entered.|
|Entering additional invoices into a batch||You can enter additional invoices into a batch by choosing the last blank line on Invoice Entry Journal Review. The system adds the invoice to the batch when you complete the information on Accounts Receivable Entry.|
|Revising a posted batch||If you revise a transaction a posted batch, the system automatically changes the batch status from posted to the default entry status, pending or approved. You must post the batch again. The post only processes the changed transaction.|
After you enter and review a batch of invoices, you might need to approve it prior to posting. This depends on whether your company requires management approval before posting a batch. Based on your company requirements, the system assigns either a pending or an approved status to the batch.
Activate management approval in the A/R constants, if necessary
On Invoice Journal Review
Choose the appropriate batch.
Complete the following field:
|Approved||A code that indicates whether a batch is ready for posting. Valid codes are:
A – Approved, ready for posting.
P – Pending approval. The batch will not post.
If the system constants do not specify manager approval, the system automatically approves batches that are not in error.