batch a PL Invoice
To enter your Purchase Invoice for posting later:
Make sure that the options in System Control are set as you want them.
Select Purchase Ledger
Select Invoices.
The Header window will be displayed:
Enter or select the Code for your Supplier, Tab out of the field and the Name, Address will be displayed.
Click on the Options icon on the toolbar to open the Options window. Tick the Batch Transactions option and close the Options window.
Enter the Invoice Number, an Internal Reference (if you are using these) and a Batch Reference. The Batch Ref. field is only available if you have selected the option to batch the invoice.
Batch Ref. You can enter any value here. The reference will be useful if you are entering several invoices and intend to retrieve and process them together. The batch reference can be used to retrieve the all the entries that have the same reference.
Enter the remaining details of this invoice in the same way as described in the topic Enter a Purchase Invoice.
Complete the invoice by clicking OK.
A message will be displayed, asking you to confirm that you want to batch the invoice.
Viewing your batched transactions
Batched transactions will not appear on any of the reports except the Current Batch report.
Similarly since they have not yet been posted to the ledgers, they will not appear on any of the enquiry windows unless there is an option to include batched transactions.
To report on your Invoice:
Select Purchase Ledger from the main toolbar.
Select Reports from the Purchase Ledger menu window.
Select Current Batch from the menu.
The report set up window will be displayed, with the report set to display on the screen.
Click on Print, and the report will be displayed. Scroll down to the bottom, to view your invoice.
Posting your batched invoice
The invoice that you have just entered will be held in the system, until you decide to post it. Nothing has yet been updated within the ledgers and no actions have resulted.
When you are ready to post the invoice:
Select Purchase Ledger from the main toolbar.
Select Post Batch from the Purchase Ledger menu window.
The Batch Selection window will be displayed. This enables you to select the batched transactions that you might want to process and leave the others untouched.
Enter the Batch Ref. that you entered on the invoice, or perhaps the account code of the supplier, and click Display.
This ‘filtering’ of the records that are retrieved is optional, but does reduce the number of transactions in the following list window.
The Post Batch to Accounts list window will open listing all the batched Purchase Ledger transactions that match your selection criteria.
You can edit any of the invoices by clicking on the Edit icon, the invoice will be re-displayed in the transaction entry window, make your changes and click OK to save them and close the window.
You must select the transactions you want to post by double clicking on them to change the posting status from NO to YES.
When you have made your selection, click OK to post them to the accounts. The invoices will be posted in exactly the same way as if they had been posted on entry.