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Creating an Invoice Entry Batch

An invoice entry batch is a collection of invoices that are being entered and balanced as a group. The purpose of the batch is to ensure that all of the invoices have been entered and that the amounts entered are correct. The use of invoice batches is optional.
If an invoice is included in a batch, the invoice cannot be posted until the batch is balanced and posted.
A new invoice can be created as part of an invoice batch or on its own. This topic explains how to create a new invoice batch.

To Create a New Invoice Batch

1.
Select the site’s Invoicing view, Invoices tab, and then the Batches tab.
2.
Click New. The New Invoice Entry Batch dialog appears.
3.
APM enters the next available batch number, but if necessary you can change it.
4.
Enter a Description of the batch.
5.
Enter the total number of invoices and the total value of invoices in the batch. The system uses these entries to determine if the batch is balanced or not.
6.
Select the AP account to use with this batch:
Setting Name
Description
AP Account to Use
The Accounts Payable (AP) account is the offsetting account for invoicing entries. A financial system entry is generated to the AP account for each invoice posted in APM. The entry is for the full amount of the invoice. This entry offsets the values charged to the invoice line distribution accounts and the purchasing accrual accounts. This account must be a valid whole GL account number.
You can either use the site’s designated AP account or select another account to use for the batch. You must select a whole account number.
7.
Click OK to create the batch. The Invoice Entry Batch window appears.
8.
Select the Invoices tab and add invoices or credit memos to the batch:
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To add an invoice, click New.
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To add a credit memo, click the New list and then Credit Memo.
The New Invoice dialog appears.
9.
Fill in the dialog to create the new invoice or credit memo and click OK.
For detailed instructions on completing the dialog, see Entering an Invoice or Entering a Credit Memo.
10.
Repeat steps 8 to 9 to create all of the invoices or credit memos in the batch.
11.
Now that you have created the invoice batch, you make sure that it is balanced. For more information, see Balancing an Invoice Entry Batch.
12.
When you are finished entering information, save the batch.