Working with and Processing A/P Batches
Purpose: You can use batch entry of A/P invoices to incorporate additional controls for efficiency and security. The Batch Entry of A/P Invoices (F02) system control value controls whether you enter A/P invoices in batch, or the invoices post to A/P immediately.
Key differences: The main difference between batch and immediate A/P invoice entry is the invoice status upon entry. With batch entry, each invoice you enter remains in a suspended status until you accept and process the batch containing the invoice. With immediate entry, the invoice goes into an open or held status and posts to A/P immediately upon acceptance.
Suspended status: While an invoice is in suspended status, it is possible to change or delete it. Another key difference to note relates to A/P-P/O matching. When an A/P invoice that you are matching to a purchase order receipt is in suspended status, you cannot enter another A/P invoice to match against that receipt.
Screen differences: If you use batch entry, the Enter A/P Invoices screen allows you to enter the controls that apply to a batch; otherwise, you can enter the division and bank only at this screen. (See Working with A/P Invoice Entry (MAPE).) Also, there are a number of additional screens that support batch entry and maintenance; these screens are discussed in this chapter.
Secured features: These secured features control batch entry of A/P invoices:
• Accept A/P Invoice Batches (A71)
• Change A/P Invoice Batch Totals (A72)
Uploading A/P invoices: In addition to interactive entry, you can upload A/P invoices. In this case, the A/P Invoice Upload Auto Accept Batch (H73) system control value controls whether the system puts the uploaded invoices into open or suspended status when it creates them. To go into open status, the uploaded invoices must pass all relevant edits and contain essential information. See Working with A/P Invoice Upload Errors (WAPU) for an overview.
In this topic:
• Work with A/P Invoice Batches Screen
• Change Invoice Batch Totals Screen
• Work with A/P Invoices within a Batch Screen
• Accepting or Rejecting a Batch
Work with A/P Invoice Batches Screen
Purpose: Use this screen to review or work with batch control totals, or accept or reject batches.
How to display this screen: Press F8 at the Enter A/P Invoices Screen (When Using Batching).
ACR0397 DISPLAY Work with A/P Invoice Batches 1/13/98 10:56:16 EZK Mail Order
Assigned to User: EKAPLAN
--# of Invoices -- ---Dollar Value--- Opt Batch# Date Keyed Actual Keyed Actual In Use By
Type options, press Enter. 2=Chg 5=Dsp 8=Work with Invoices 9=Accept 11=Reject 21=Print List
515 12/10/97 6 7 .00 1501950.00 517 12/11/97 3 3 .00 1200.00 519 12/11/97 2 1 .00 120.00 520 12/11/97 1 1 .00 120.00 528 12/24/97 2 2 .00 170.00 575 1/06/98 1 2 .00 21423.00 577 1/07/98 1 1 .00 6.38 582 1/07/98 1 1 .00 50.00 589 1/09/98 1 1 .00 85.00 +
F3=Exit F12=Cancel F21=Print List F24=Select Company |
Field |
Description |
Assigned to user |
The user ID of the person who is entering a batch. Your user ID defaults, and the batches you are entering display. Alphanumeric, 10 positions; optional. |
Batch # (Batch number) |
A unique number assigned by the system to identify a batch. Batch numbers of batches that are currently out of balance are highlighted. Numeric, 5 positions; optional. |
Date |
The date you entered at the Enter A/P Invoices Screen (When Using Batching) (the current date defaults on that screen). Numeric, 6 positions (MMDDYY format); optional. |
# of invoices keyed |
The number of invoices you specified at the Enter A/P Invoices Screen (When Using Batching). You must specify either the number of invoices or a dollar total, or both, at the Enter A/P Invoices screen to ensure accuracy in invoice entry. If you have proper authority, you can enter 2 next to a batch to change any of the batch control fields; see Change Invoice Batch Totals Screen. Numeric, 5 positions; display-only. |
# of invoices actual (Number of invoices actually entered) |
The number of invoices you have entered for the batch. If you specified a number of invoices as a batch control, and the number of invoices you actually entered does not match, the batch will be out of balance. Numeric, 5 positions; display-only. |
Dollar value keyed |
The total dollar value you specified at the Enter A/P Invoices Screen (When Using Batching). You must specify either the number of invoices or a dollar total, or both, at the Enter A/P Invoices screen to ensure accuracy in invoice entry. If you have proper authority, you can enter 2 next to next to a batch to change any of the batch control fields; see Change Invoice Batch Totals Screen. Numeric, 9 positions with a 2-place decimal; display-only. |
Dollar value actual |
The total dollar value of all invoices you have entered in the batch. If you specified a total dollar value as a batch control, and the total dollar value of invoices you actually entered does not match, the batch will be out of balance. This total includes both merchandise and other charges. Also, if the Enter Gross A/P Invoice Amount (F03) system control value is set to Y, the actual total dollar value represents the gross amount not reduced by any discounts. Numeric, 9 positions with a 2-place decimal; display-only. |
The user who is currently working with a batch. If no one is currently working with the batch, this field will be blank. Only one person can work with a batch at a time. You will not be able to change totals, work with invoices, accept, or reject the batch if someone is working with it; however, you will be able to display batch totals or print the Suspended A/P Batch Listing. After you accept a batch, the word ACCEPTED appears here until the acceptance processing is complete. See Accepting or Rejecting a Batch. Similarly, after you reject a batch, the word REJECTED appears here until the rejection processing is complete. Note: If you exit CWDirect unexpectedly (for example, your terminal fails), while you are working within a batch, you will not be able to work with the batch again until you clear your name from this field in the A/P Batch file (APAPBP). You can use a tool such as UPDDTA or DFU to edit the file directly; see your iSeries documentation for more information. Alphanumeric, 10 positions; display-only. |
Screen Option |
Procedure |
Change invoice batch totals |
Enter 2 next to a batch to advance to the Change Invoice Batch Totals Screen. You can advance to this screen only if you have the proper authority. |
Display invoice batch totals |
Enter 5 next to a batch to advance to the Display Invoice Batch Totals screen. You cannot change any information on this screen. See Change Invoice Batch Totals Screen for field descriptions. |
Work with invoices in a batch or enter a new invoice |
Enter 8 next to a batch to advance to the Work with A/P Invoices within a Batch Screen. |
Accept a batch |
Enter 9 next to a batch. See Accepting or Rejecting a Batch. |
Reject a batch |
Enter 11 next to a batch. See Accepting or Rejecting a Batch. |
Print the A/P Purchase Journal with Discounts for a batch |
Enter 21 next to a batch. |
Print the Suspended A/P Batch Listing |
Press F21. |
Change Invoice Batch Totals Screen
Purpose: Use this screen to change the batch controls for a batch of A/P invoices.
Access to this screen is controlled by the Change A/P Invoice Batch Totals (A72) secured feature. Also, you can advance to this screen only if the batch is not in use by another person.
How to display this screen: Enter 2 next to a batch at the Work with A/P Invoice Batches Screen.
ACR0406 CHANGE Change Invoice Batch Totals 1/13/98 12:37:35 EZK Mail Order
Batch # . . . . . . . . : 575
Batch Date . . . . . . : 1/06/98 - Actual -
Total $ . . . . . . . . . 21423.00 Total # Invoices . . . . . . . . 1 2 Total Units . . . . . . . . 23 Total Vnd# Hash . . . . . . 52 Total G/L# Hash . . . . . . 20160200
F3=Exit F12=Cancel |
Field |
Description |
Batch number |
A unique number to identify the A/P invoice batch. Numeric, 5 positions; display-only. |
Batch date |
The date you created the batch on the system. Numeric, 6 positions (MMDDYY format); display-only. |
Total $ |
The total dollar value you are using as a batch control. The value you specified at the Enter A/P Invoices Screen (When Using Batching) defaults. If you use this field as a batch control, this amount must match the Actual amount that displays to the right before you can accept the batch. Optionally, enter an amount to update this batch control. Numeric, 9 positions with a 2-place decimal; optional. |
Total $ actual |
The total dollar value of all invoices you have entered in the batch. This total includes both merchandise and other charges. Also, if the Enter Gross A/P Invoice Amount (F03) system control value is set to Y, the actual total dollar value reflects the subtraction of any applicable discounts. Numeric, 9 positions with a 2-place decimal; display-only. |
Total # invoices |
The total invoice count that you are using as a batch control. The value you specified at the Enter A/P Invoices Screen (When Using Batching) defaults. If you use this field as a batch control, this count must match the Actual count that displays to the right before you can accept the batch. Optionally, enter a number to update this batch control. Numeric, 5 positions; optional. |
Total # invoices actual |
The number of invoices you have entered in the batch. Numeric, 5 positions; display-only. |
Total units |
The total number of units (of merchandise and/or other, such as an additional charge), associated with all invoices in this batch. The count you entered at the Enter A/P Invoices Screen (When Using Batching) defaults. If you use this field as a batch control, this count must match the Actual count that displays to the right before you can accept the batch. Optionally, enter a number to update this batch control. Numeric, 9 positions; optional. |
Total units actual |
The actual number of units on the invoices you have entered in the batch. Numeric, 9 positions; display-only. |
Total vnd# hash (Total vendor number hash) |
The sum of the vendor numbers associated with the A/P invoices in the batch. The hash number you entered at the Enter A/P Invoices Screen (When Using Batching) defaults. If you use this field as a batch control, this count must match the Actual count that displays to the right before you can accept the batch. For example, if you are posting invoices for vendor numbers 100, 650, 35, and 62, you would enter 847 in this field. If the batch contains more than one invoice for the same vendor, you would multiply the vendor number by the number of invoices. If you are using the A/P invoice upload, the system populates this hash total when it creates a suspended batch. Each unique vendor number is included in the hash total just once, even if there are multiple invoices for the vendor. If there are any invoices in the batch in an open or closed status, those vendor numbers are not included in the hash total. See Working with A/P Invoice Upload Errors (WAPU) for an overview. Optionally, enter a hash total to update this batch control. Numeric, 9 positions; optional. |
Total vend# hash actual |
The actual sum of the vendor numbers for the invoices you have entered in the batch. Numeric, 9 positions; display-only. |
Total G/L# hash (Total General Ledger number hash) |
The sum of the general ledger numbers to which you are posting A/P invoices. The hash number you entered at the Enter A/P Invoices Screen (When Using Batching) defaults. If you use this field as a batch control, this count must match the Actual count that displays to the right before you can accept the batch. For example, if you are posting invoices to General Ledger account numbers 10010100, 10020200, 10030300, and 10040400, you would enter 40101000 in this field. If you use the same G/L number on more than one invoice detail line, you would multiply the G/L number by the total number of detail lines. If you are using the A/P invoice upload, the system populates this hash total when it creates a suspended batch. The hash total does not include the general ledger number at the invoice header; detail lines only are included. If there are any invoices in the batch in an open or closed status, those general ledger numbers are not included in the hash total. See Working with A/P Invoice Upload Errors (WAPU) for an overview. Optionally, enter a hash total to update this batch control. Numeric, 10 positions; display-only. |
Work with A/P Invoices within a Batch Screen
Purpose: Use this screen to add a new invoice to a batch, work with the existing invoices, or display batch totals.
You cannot advance to this screen if the batch is in use by another person.
How to display this screen: Enter 8 next to a batch at the Work with A/P Invoice Batches Screen. You can also display this screen by pressing F14 at the Enter A/P Invoices Screen (When Using Batching).
ACR0409 DISPLAY Work with A/P Invoices within a Batch 1/13/98 14:48:55 EZK Mail Order Batch# : 575
Inv. Vendor Gross Opt Invoice # Date Number Inv. Amount
Type options, press Enter. 4=Delete 8=Work with Invoice
626 1/01/98 40 CAMBRIDGE TIRE 405.00 890 1/01/98 12 JACK'S JOKE SHOP 21018.00
F3=Exit F6=Create F8=Display Batch Totals F9=Accept Batch F12=Cancel F21=Print List |
Field |
Description |
Invoice # |
The number you assigned to the invoice during entry. Upper and lower case invoice numbers: Although you can pass an upper and lower case invoice number from CWCollaborate or Locate’s Supplier Direct Fulfillment module, the Invoice # field here supports only upper case letters; as a result, you cannot scan on lower case letters in CWDirect. For example, if the invoice number is iv2345, you cannot enter the lower case iv in this field to position on the particular invoice; your entry of IV will not match. See Working with A/P Invoice Upload Errors (WAPU) for more information on the A/P invoice upload from CWCollaborate or Locate’s Supplier Direct Fulfillment module. Alphanumeric, 11 positions; optional. |
Inv date (Invoice date) |
The date you originally entered the invoice. Numeric, 6 positions (MMDDYY format); optional. |
Vendor number |
The number identifying the vendor on the A/P invoice. Numeric, 7 positions; optional. |
Vendor description |
The description of the vendor for the A/P invoice. If you have defined a separate “remit-to” name for the vendor, this name displays instead. See Working with Vendors (WVEN) of the Merchandising manual for more information on working with vendors. Alphanumeric, 30 positions; display-only. |
Inv amount (Invoice amount) |
The total dollar value of the invoice. Negative amounts are indicated with a minus sign. Note: If the Enter Gross A/P Invoice Amount (F03) system control value is set to Y, this field is labeled Gross inv amount and the amount that appears represents the invoice total before applying any discounts. Numeric, 11 positions with a 2-place decimal; display-only, updated by the system. |
Screen Option |
Procedure |
Delete an invoice |
Enter 4 next to an invoice to delete it. • If you delete an invoice that was matched to a purchase order, the purchase order becomes available for matching against a new invoice. • If you had created any A/P transactions for an A/P invoice that was matched to a purchase order, the newly created A/P transaction will be available if you enter a new invoice to match against the same purchase order. • If you delete all invoices within a batch, you must then reject the batch to delete it from the system. See Accepting or Rejecting a Batch. |
Work with an invoice |
Enter 8 next to an invoice to advance to the Work with A/P Invoices screen. See Entering A/P-PO Invoices (matched invoice), Entering Drop Ship Invoices (drop ship invoice), or Entering A/P Invoices (unmatched invoice) for more information. |
Enter a new invoice |
Press F6 to advance to the A/P Invoice Entry Screen (Selecting an A/P Vendor). |
Display batch totals |
Press F8 to advance to the Display Invoice Batch Totals screen. See Change Invoice Batch Totals Screen. |
Accept and process the batch |
Press F9. See Accepting or Rejecting a Batch. |
Print the A/P Purchase Journal with Discounts for invoices within this batch |
Press F21. |
Accepting or Rejecting a Batch
Conditions: You can accept or reject a batch only if:
• You have the proper authority. The Accept A/P Invoice Batches (A71) secured feature controls the ability to accept a batch.
• The batch is not currently in use.
Also, you can accept a batch only if it is in balance (the batch control numbers match the actual numbers).
Accept: Enter 9 next to a batch at the Work with A/P Invoice Batches Screen to accept it. You can also accept a batch by pressing F9 at the A/P Invoice Entry screen.
When you accept a batch, the system submits the APBACCEPT job. Until this job is complete, the word ACCEPTED displays in the In use by field on the Work with A/P Invoice Batches Screen.
This job:
• adds a record to the A/P Check file for each invoice and includes this posting on the Accounts Payable Due List. The invoice status will be either O (open) or H (held).
• creates any vendor charge backs related to the invoices.
• closes any items on the purchase order that were fully included on the invoice for payment.
• changes the status of any partially included items (S status) to O, so that you can enter a new invoice to match the remaining quantity of the item.
• makes the appropriate postings to the general ledger related to A/P purchases. The system uses the Division, if any, specified for the warehouse for these postings; otherwise, it uses the Division you specified at the Enter A/P Invoices Screen (When Not Using Batching).
• increases the vendor(s) A/P total(s).
• produces the A/P Purchase Journal with Discounts.
• updates the total A/P amount for the vendor.
• removes the batch from the Work with A/P Invoice Batches Screen.
Note: You can accept a batch only if it is balanced.
Reject: Enter 11 next to a batch at the Work with A/P Invoice Batches Screen to reject it. The Confirm Reject Request pop-up window displays:
Confirm Reject Request
Press ENTER to confirm reject.
F12=Cancel |
When you reject the batch, the system submits the job APB_REJECT. Until this job is complete, the word REJECTED appears in the In use by column next to the batch. This job:
• deletes the invoices and the batch from the system.
• deletes any A/P invoice notes.
• reopens each received item that was matched on an invoice, so that it is available for matching again.
Rejecting a batch does not “undo” all information you entered on the invoices in the batch. The A/P cost, discount information, and general ledger number you created while entering a matched A/P invoice remains on the system for an item, and will default the next time you select the purchase order for matching. Also, some invoice notes may not be deleted when you reject the batch.
The Accept A/P Invoice Batches (A71) secured feature controls the ability to accept a batch.
| Entering A/P Invoices | Contents | SCVs | Search | Glossary | Reports | Solutions | XML | Index | Suspended A/P Batch Listing |
AP02_05 CWDirect 18.0.x 2018 OTN