Concepts Tasks Settings Balancing an Invoice Entry Batch Before an invoice batch can be posted, it must be balanced. To be balanced, the number of invoices and their value must equal the totals entered for the batch. The invoice batch totals and status are displayed on the Invoice Entry Batch window. If all of the batch’s invoices have been entered and the batch is still out of balance, the reason could be one of the following: • The totals entered for the batch were incorrect or entered incorrectly. • One or more of the invoices in the batch was overlooked and was not entered. • One or more of the batch’s invoices were entered but not included in the batch. • One or more invoices were included in the batch but were not included in the batch totals. • The invoice value was entered incorrectly on one or more invoices. • One or more of the invoices are out of balance. Different Currencies in a Batch For the purpose of balancing an invoice batch, no currency conversion is performed. The batch total is entered as a numeric value, not as a currency amount. The invoices’ amounts are totaled and balanced to the batch total simply based on the numeric value of the invoice. For example, an invoice batch is entered consisting of three invoices. The batch value is entered as 300.00. The following invoices are entered for the batch: Invoice Supplier currency Value 1 Canadian 100.00 2 US 100.00 3 Euro 100.00 Total three invoices 300.00 The batch is in balance. To Balance a Batch Depending upon the cause of the problem, you can do one or more of the following to balance the batch: • Enter the correct totals for the batch. See Editing the Totals on an Invoice Batch. • Enter any missing invoices. See Adding Invoices to a Batch. • If an invoice was entered into APM but not included in the batch, open the invoice and enter the batch number in the invoice properties. See Editing the Batch Number on an Invoice. • If an invoice was incorrectly included in the batch, open the invoice and clear or change the batch number in the invoice properties. See Editing the Batch Number on an Invoice. • If an invoice is out of balance or incorrect, review the invoices and make the necessary corrections. See Balancing an Invoice. Once the batch is balanced, you can post it. For more information, see Posting an Invoice Entry Batch.
