6 Work with Invoice Entry Controls

This chapter contains these topics:

6.1 Working with Invoice Entry Controls

Before entering invoices, you can activate two control features to help manage your invoice entry process:

  • Batch control

  • Two-cycle entry

6.2 About Batch Control

The following describes why you would set up batch control and when you would use it.

6.2.1 Why Would You Set Up Batch Control?

Use batch control to verify that the batch of invoices you enter into the system balances to a manual record of the batch. You activate batch control in the Accounts Receivable constants. Batch control information is stored in the Batch Control table (F0011).

Figure 6-1 Accounts Receivable Constants screen

Description of Figure 6-1 follows
Description of ''Figure 6-1 Accounts Receivable Constants screen''

6.2.2 When Do You Use Batch Control?

If you set the appropriate A/R constant, the system displays a screen that you use to enter information about your invoices before you actually enter them. Once you enter the information, the system compares the control totals with the actual totals you entered for the batch. If the totals are not the same, it displays the difference.

Figure 6-2 Batch Entry and Status screen

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Description of ''Figure 6-2 Batch Entry and Status screen''

6.2.3 What You Should Know About

Topic Description
Posting batches that are out of balance If the amount entered differs from the amount expected, the system does not prevent you from posting the batch.
Multi-Currency batch totals If you enter transactions of different currencies into the same batch, the total entered is a hash total.

6.3 About Two-Cycle Entry

Set up two-cycle entry if you want to verify system-calculated fields for each invoice before accepting it.

Two-cycle entry requires that you press Enter one time to verify information, and then press Enter again to accept the entry.

6.3.1 Where Do You Set Up Two-Cycle Entry?

You can set up two-cycle entry in the processing options for:

  • Invoice Entry (Standard and Speed Entry)

  • Receipts Entry (Heads Up and Heads Down)

  • Drafts Entry