Defining invoice batches

If you selected the batch invoice entry option for your company, you specify and release invoices in groups called batches. If you selected the batch control option for your company, you can also define batch control totals to help prevent typing errors during invoice entry. This procedure describes the process for defining batches and optional batch control numbers.

To review the invoice entry and release rules selected for your company, inquire on Company (AP00.4). Options for invoice release and approval

Define an invoice batch

  1. Use Batch Control (AP25.1) to define batches.
  2. Specify this information:
    Batch

    If you use auto batch numbering, leave this field blank.

    Post Date

    You have the option of specifying a default post date for all invoices in the batch.

    Note: Specify a post date for a batch to default the same post date for all invoices in the batch.
    Net Amount and Number of Invoices

    If you use batch control, the numbers you specify in these two fields must match the entry total before you can release the batch for further processing.

    Vendor Hash

    Specify the control total sum of vendor numbers within the batch. This is applicable to numeric vendor numbering only. The sum of vendor numbers specified for all invoices, debit memos, and credit memos in the batch must equal the control total before you can release the batch for further processing.