Vendor Entry Batch Update Report overview
Function acronym: APEBU
This function updates the batch transaction records and General Ledger with the transactions associated with the specified batch name created in Vendor Entry Batch Transactions.
After you run Vendor Entry Batch Update Report, the batch file is updated with the last update date and operator initials.
Perform batch updating in the following functions:
- Vendor Entry Batch Update Report
- Customer Entry Batch Update Report
- GL Entry Batch Update Report
- Sales Entry Batch Entry Update Report
- Purchase Entry Batch Update Report
If the batch file is one-time, the transactions are deleted after updating. If the batch file is recurring, the transactions are left intact.
A new journal is created that details the batch transactions. Each batch transaction becomes a journal set.
SA Journal Assignment Report is updated with a new journal record. The GL Journal window is not displayed, however, you can reprint the journal.
If all transactions from a one-time batch do not post, this error message is displayed:
Set # X Has Been Suspended - Reserved Jrnl For This Set Will Remain Open
Correct the set and rerun Vendor Entry Batch Update Report to post the set and close the journal. Only the set indicated is suspended. The remaining transactions are posted. If you delete the error set, close the journal in SA Journal Assignment Report. If you delete the batch in Vendor Entry Batch Setup Report, the journal is closed.
If you delete a one-time batch before it is updated, all transactions are cleared. If you update a one-time batch in Batch Update, all transactions are cleared.
General Ledger amounts are always expressed in domestic currency. If the invoice is in foreign currency, the system converts the amounts to domestic currency equivalents by using the Voucher Exchange Rate field in SA Currency Setup.
Any batch maintained during the day should be updated before the end of the day, so information is always current before a new day. You do not have to update batches at the end of every day, but you should update regularly.
If you attempt to update a recurring batch that has been posted within the last 30 days, this message is displayed:
This Batch Has Been Posted Within The Last 30 Days, Do You Wish To Continue?
Select Yes to continue the update. If a recurring batch is run twice within the last 30 days as a stored report, the update is not allowed and this message is printed on the report:
This Batch Has Been Posted Within The Last 30 Days
Error messages could be displayed at the bottom of the window or could print on the Vendor Entry Batch Update Report.
When running Vendor Entry Batch Update Report with multiple vendors this message is displayed:
Reference: Vendor Mismatch
When you specify a manual address on an invoice through Vendor Batch Transaction Entry, the manual address name prints on the Vendor Entry Batch Update Report when it has been overridden in batch entry. If not, the address defaults from Vendor Setup.
When an inactive transaction exists for a vendor with duplicate invoice numbers, a warning message is displayed, however, it will not stop the update. You can prevent an update by selecting No for the Update option.
Fully divisionalized companies
For a fully divisionalized company with AP batch records and a 0 division, the division number defaults from the Vendor Setup record. If the vendor does not have a division number, then the number defaults from theProduct Warehouse Description Setup record associated with the purchase order. If the division number is still not available, the invoice is not processed and this error message is printed on the report:
Division Number Missing
Recurring batches
If invalid suspense accounts are entered in SA Company Setup and then you run Vendor Entry Batch Update Report in update mode, the batch is posted with a journal number of 0. If the account is a recurring batch, the batch does not post and an error message is displayed. Specify the correct suspense account in SA Company Setup and then re-run Vendor Entry Batch Update Report.
One-time batches
If you specify an invalid suspense account number and then you enter information into Vendor Batch Transaction Entry, no journal number is created. Correct the suspense account number then go to Vendor Batch Transaction Entry to create a new journal. After the corrections, you can run and process normally.
PO Costing file updating
If batch transactions were costed during Vendor Entry Batch PO Costing, the related General Ledger accounts are updated when Batch Update is run. Out-of-balance conditions are checked only in the update mode. If an out-of-balance condition exists, no postings occur.
Automatic costing of received POs
If you chose PO Costing or Cost List and entered costs for a group of purchase orders in Vendor Entry Batch PO Costing, each purchase order is automatically costed up to the full amount of the receipt during Batch Update. This table shows the basic journal entries for both activities:
| DR | CR | |
|---|---|---|
| IC Uninvoiced Inventory | $90.00 | |
| IC Uninvoiced Addons | $10.00 | |
| AP Control account | $100.00 |
Matching of unreceived POs
If you choose F10-Cost List in Vendor Entry Batch PO Costing and specified M to match purchase orders, the line information and the addon and discount information from these purchase orders is stored in separate files. These files are checked for comparison purposes when you receive the purchase order. If the total purchase orders matched the invoice amount, then after Vendor Entry Batch Update Report, the basic journal entry is:
| DR | CR | |
|---|---|---|
| AP Trade Unmatched account | $100.00 | |
| AP Control account | $100.00 |
If the amounts did not match, the General Ledger Distribution window would have displayed during Vendor Entry Batch PO Costing and prompted you for an account to handle the difference.
The entry is:
| DR | CR | |
|---|---|---|
| AP Trade Unmatched account | $100.00 | |
| AP Expense (entered manually) | $10.00 | |
| AP Control account | $110.00 |
Invoice only is entered
If you enter an invoice in with plans to cost when the goods are received (in Vendor Entry Batch PO Costing), the General Ledger Distribution window is displayed in Batch Transaction and prompts you for an offsetting account code. Use the AP Trade Unmatched account. When you update the batch, the journal entry is: Vendor Invoice Center Entry
| DR | CR | |
|---|---|---|
| AP Trade Unmatched account | $100.00 | |
| AP Control account | $100.00 |