Concepts Tasks Settings Posting an Invoice Entry Batch Once an invoice batch has been balanced, you can post the batch. Posting a batch automatically posts the invoices in the batch. An invoice can be posted when all of the following conditions are met: • The invoice is in balance. • All prorated extra charge lines and tax lines can be successfully prorated. All this requires is that at least one invoice line exists that is capable of accepting the prorated charge or tax. • The invoice has been approved or does not require approval. • None of the invoice lines has an unapproved significant price difference. • If the invoice is part of an invoice entry batch, the batch must be in balance. APM automatically posts an invoice when any of the following events occur: • The invoice is approved. • The last price discrepancy is approved. • The invoice batch is posted. An invoice is only automatically posted if all of the prerequisites for posting are met. For example, an invoice batch that contains five invoices is posted. All of the invoices are balanced. One of them requires approval, while another invoice has one line with a price discrepancy that requires approval. When the batch is posted: • The three invoices that do not require approval are posted. • The invoice that requires approval is not posted. It is posted when it is approved. • The invoice with the line that requires approval is not posted. It is posted when its line is approved. An invoice and its lines cannot be redrafted after the invoice has been posted. However, non-financial information can be changed on a posted invoice, as long as the financial entries have not been sent to an interfaced financial system. When a batch is posted, the system does the following: 1. The system first checks that the batch and its invoices are ready to be posted. • If any of the batch’s invoices are not ready to be posted, the batch cannot be posted. Out-of-balance invoices and invoices without any lines cannot be posted. If any invoices cannot be posted, a message is issued identifying the supplier and invoice. The batch is not processed. • All of the invoices are locked. If any invoices cannot be locked, the batch is not processed. 2. Each of the batch’s invoices is posted. Invoices that require approval, or that have lines that require approval, are not posted. After the batch is posted, the invoices that require approval have to be sent for approval. The invoices are automatically posted when they are approved. 3. When the post process is complete, the batch status is updated as posted. Once the batch is posted, its information and contents are frozen. This topic explains how to post an invoice batch. To Post an Invoice Batch 1. Select the site’s Invoicing view, Invoices tab, and then the Batches tab. 2. Open the invoice batch that you want to post. The Invoice Entry Batch window appears. 3. On the Invoices tab, click Post. APM checks that the batch is balanced and that the invoices are ready to be posted and then posts the invoices. If an invoice cannot be posted because it needs approval or because it is not ready for posting, the system displays a message. After the invoice has been approved or corrected you can try again to post the batch.
