87 Work with Batch Invoices

This chapter contains these topics:

Section 87.1, "Adding Batch Invoices"
Section 87.2, "Revising Unprocessed Batch Invoices"

After you transfer invoices to the JD Edwards World Accounts Receivable system from another source, you might need to correct or delete one. Revise batch invoices by manually entering a new one, or by changing or deleting an existing one. You should do this before you process your batch invoices.

Typically, you should not need to add a batch invoice. An exception, however, is if you experience difficulty processing transactions from an interfaced system. To detect and correct the discrepancies, compare the invoice you manually enter to the invoice that the external system creates.

Navigation

From Accounts Receivable (G03), enter 27

From A/R Advanced and Technical Operations (G0331), choose Batch Invoice Processing

From Batch Invoice Processing (G03311), choose Batch Invoice Revisions

When you revise a batch invoice, you update information in the Invoice Transactions - Batch (F0311Z1) and Journal Entry Transactions - Batch (F0911Z1) tables.

What You Should Know About

Topic	Description
Multi-Currency	You can enter a batch invoice in foreign currency, domestic currency, or both. When you leave the mode blank (domestic), the system uses ledger type AA and calculates amounts in domestic currency. When you use 3 as the mode, you can enter both the domestic and foreign amounts without either amount being recalculated. When you enter a currency code different from the domestic currency, the system uses ledger type CA and calculates domestic amounts (ledger type AA).
Pre-assigning document and batch numbers	The system uses next numbers to automatically assign document and batch numbers during final processing. JD Edwards World recommends you use next numbers so that duplicate documents are not created. You can, however, manually assign the document number to facilitate a smooth transition between two systems.

Topic

Description

Multi-Currency

You can enter a batch invoice in foreign currency, domestic currency, or both.

When you leave the mode blank (domestic), the system uses ledger type AA and calculates amounts in domestic currency.

When you use 3 as the mode, you can enter both the domestic and foreign amounts without either amount being recalculated.

When you enter a currency code different from the domestic currency, the system uses ledger type CA and calculates domestic amounts (ledger type AA).

Pre-assigning document and batch numbers

The system uses next numbers to automatically assign document and batch numbers during final processing. JD Edwards World recommends you use next numbers so that duplicate documents are not created. You can, however, manually assign the document number to facilitate a smooth transition between two systems.

87.1 Adding Batch Invoices

When you add a batch invoice, you supply limited information and the system supplies the remaining data. The transaction information you enter creates invoices in the batch A/R ledger and the batch account ledger. Invoices remain in the Invoice Transaction - Batch table until you process and purge them.

To add batch invoices

On Batch Invoice Revisions

Figure 87-1 Batch Invoice Revisions (Add) screen

Description of ''Figure 87-1 Batch Invoice Revisions (Add) screen''

To uniquely identify a batch, complete the following key fields:
- User ID
- User Batch
- Transaction Number - This represents individual transactions (invoices) within the batch.
The system identifies any transactions with the same combination of User ID and User Batch as transactions in the same batch.
Complete the following fields for each invoice in the batch:
- Customer Number
- Invoice
- Type
- Company
- Invoice Date
- G/L Date
- Company
- Gross Amount
Complete the following optional fields and press Enter:
- Pay item
- Gross Amount
- Discount Available
- Remark
- Due Date
- Pay Status
Locate the batch and the specific transaction number.
Position your cursor on a pay item line and choose the Full Detail function to access A/R Batch Detail.

Figure 87-2 A/R Batch Detail screen

Description of ''Figure 87-2 A/R Batch Detail screen''
On A/R Batch Detail, choose the Display/Update Mode Toggle function to change to update mode.
Complete the necessary invoice information.

Invoice detail varies, depending on how you map information to your JD Edwards World Accounts Receivable system.
Choose the Return function.
On Batch Invoice Entry, complete the following fields to enter G/L distribution information:
- Account Number
- Amount
- Explanation
Position your cursor on a G/L distribution line and choose the Full Detail function to access Journal Entry Batch Detail.

Figure 87-3 Journal Entry Batch Detail screen

Description of ''Figure 87-3 Journal Entry Batch Detail screen''
On Journal Entry Batch Detail, choose the Display/Update Mode Toggle function to change to update mode.
Complete the necessary journal entry detail information.

Journal entry detail varies, depending on how you map information to your JD Edwards World Accounts Receivable system.

87.2 Revising Unprocessed Batch Invoices

When you find an error in an unprocessed batch invoice, change or delete it. In order to revise transaction information for a batch invoice, you must include the following on the invoice:

Invoice type
Invoice number
Document company
Company

To revise an unprocessed batch invoice

On Batch Invoice Entry

In the batch control information, do one of the following:

Make the changes to the unprocessed invoice
Delete the unprocessed invoice

87.2.1 Processing Options

See Section 114.1, "Batch Invoice Entry (P0301Z1)" for more information.