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 topic.
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: Select View Batches at the Enter A/P Invoices Screen (When Using Batching).
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 select Chg for 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 select Chg for 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 selected, 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 CWSerenade 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 table (APAPBP). You can use a SQL database tool to edit the table directly. Alphanumeric, 10 positions; display-only. |
Screen Option |
Procedure |
Change invoice batch totals |
Select Chg for 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 |
Select Dsp for 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 |
Select Work with Invoices for a batch to advance to the Work with A/P Invoices within a Batch Screen. |
Accept a batch |
Select Accept for a batch. See Accepting or Rejecting a Batch. |
Reject a batch |
Select Reject for a batch. See Accepting or Rejecting a Batch. |
Print the A/P Purchase Journal with Discounts for a batch |
Select Print List for a batch. |
Print the Suspended A/P Batch Listing |
Select Print List. |
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: Select Chg for a batch at the Work with A/P Invoice Batches Screen.
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 selected, 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 includes 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: Select Work with Invoices for a batch at the Work with A/P Invoice Batches Screen. You can also display this screen by selecting W/W Batch at the Enter A/P Invoices Screen (When Using Batching).
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 an external system, the Invoice # field here supports only upper case letters; as a result, you cannot scan on lower case letters in CWSerenade. For example, if the invoice number is in2345, you cannot enter the lower case in in this field to position on the particular invoice; your entry of IN will not match. See Working with A/P Invoice Upload Errors (WAPU) for more information on the A/P invoice upload. 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) for more information. 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 selected, 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 |
Select Delete for 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 |
Select Work with Invoice for 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 |
Select Create to advance to the A/P Invoice Entry Screen (Selecting an A/P Vendor). |
Display batch totals |
Select Dsp Batch Totals to advance to the Display Invoice Batch Totals screen. See Change Invoice Batch Totals Screen. |
Accept and process the batch |
Select Accept Batch. See Accepting or Rejecting a Batch. |
Print the A/P Purchase Journal with Discounts for invoices within this batch |
Select Print List. |
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: Select Accept for a batch at the Work with A/P Invoice Batches Screen to accept it. You can also accept a batch by selecting Accept Batch 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 table for each invoice and includes this posting on the Accounts Payable Due List. The invoice status will be either open or 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 to open, 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: Select Reject for a batch at the Work with A/P Invoice Batches Screen to reject it. The Confirm Reject Request pop-up window displays:
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 OROMS 5.0 2018 OTN