Summary

The fiscal year the invoices in the batch are expensed and the payment date are both defined during the Settings step of the Invoices process (AP> Invoices> Settings).

The fiscal year determines:

• which fiscal year the invoices will be expensed
• which purchase orders can be attached to the invoices in the batch

The payment date can be used to select which invoice to include in a Computer Checks batch (AP> Computer Checks> Select Invoices> Date To and Date From field).

The fiscal period the invoices are expensed isn't defined until the GL Distribution step (AP> Invoices> GL Distribution).

Step by Step

1     Create an Invoices batch.

• Select the Invoices palette in AP> Invoices. This will expand the Invoices palette and display the steps of the Invoices process.
• Select New from the Invoice batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Invoices process, you can create a new batch without affecting the open batches.
• Enter a Batch Month and Batch Year. These fields default to the current calendar period and are used for reference only. The batch month and batch year do not affect the transaction or journal entry date of the transactions in the batch.
  • The payment date of the billing is set up in the Generate step and the fiscal period the transactions are posted to is determined by the Journal Entry Date entered when creating the GL Distribution Report (AP> Invoices> GL Distribution).
• Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
  • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .
• Highlight the batch in the batch number drop-down menu on the Invoices palette and press DELETE to delete a batch. All uncommitted invoices will be deleted.

2     Set the fiscal year and payment date of the invoices that will be processed in the batch.

• Select Settings from the Invoices palette. This will open the Settings window.
• The Payment Date field is used to enter the default payment date of the invoices in the batch. When invoices are selected for payment in a Computer Checks batch (AP> Computer Checks> Select Invoices), you can select the invoices that will be paid in the batch by payment date. For example, if you set the payment date of a group of invoices to 11/30/22, you will know these invoices should be paid by 11/30/22. The Payment Date field will default to the current date when the Settings window is opened.
  • When invoices are created in the Invoices batch (AP> Invoices> Invoices), the value entered in this field will default as the payment date on each invoice. You will be able to modify the default payment date when you are creating the invoice if the default value does not apply to a specific invoice.
  • If there is a discount set up on a vendor record (AP> Maintenance> Vendor> General tab> Terms and Discount Percentage field), the discount will be applied if the terms value is less than the payment date minus the invoice date set up on each invoice line item.
• The Fiscal Year field is used to set the fiscal year of the invoices being generated in the Invoices batch. The selection in this field also determines which purchase orders can be invoiced in the batch. For example, if a purchase order is set up in fiscal year 2022, you can only invoice that purchase order in Invoices batches set to 2022. If you would like to invoice a purchase order set up in 2022 in fiscal year 2023, roll the purchase order into fiscal year 2023 using the Roll Over Purchase Orders process (PO> Roll Over POs).
  • The fiscal year of a purchase order is set up during the Setting step of the Purchase Orders process (PO> Purchase Orders> Settings> Fiscal Year field).
  • When you generate a journal entry of the invoices in the batch using the GL Distribution step (AP> Invoices> GL Distribution), the fiscal year of the journal entry must match the fiscal year selected in this field.
  • The fiscal period that the invoices in the batch will be expensed is determined by the journal entry date entered during the GL Distribution step (AP> Invoices> GL Distribution).
• Click the Save icon when complete to save the settings. This is not a process performed on the server, so you will be able to move to the next step as soon as you click the Save icon.

3     Import invoices. This is an optional step.

• The Import Invoices feature is used to import invoices into the AP module.
• Open the Import window (AP> Invoices> Import).
• Click the Format icon to view the expected file format of the CSV file.
  • The file layout is determined by the File Type selected in the drop-down menu.
    • The File Type drop-down menu will display all the AP Invoices configurable import files created in the application. Custom import configuration files are created and maintained on the Import Configuration Maintenance window (SS> Maintenance> Import Configuration).
    • Invoices can be imported to include a user-defined prefix or postfix if the selected Import Configuration is set up to insert these values.
  • Select Standard if you would like to import a Springbrook format file. The Springbrook format file contains all of the information associated with an invoice.
• Click the File Name field label to select the path of the file being imported.
• Check the Auto apply credits toggle to automatically apply any credits on the account to the invoice being imported.
• Click the Confirm icon to import the invoices.
  • If the import process encounters a problem, an error window will display. Update the import file to address the errors and re-import.
  • If your organization uses Multi-Muni Relational Databases:
    • The system will validate that PM Task Codes and PM Type Codes on invoices being imported from the child database do in fact exist in the parent database.
    • Any Purchase Order information on the child database invoices will be removed when they are imported into the parent database.

4     View the invoices in the batch.

• The Invoice Selection window displays all of the invoices in the batch and is used to create invoices, create recurring invoices and delete or modify uncommitted invoices.
• Open the Invoice Selection window (AP> Invoices> Invoices).
• The Invoice Selection window will display all of the invoices that have been created in the batch.
• Highlight an invoice and press DELETE to delete the selected invoice. This will delete the invoice and remove it from the database; this will not void the invoice. If you would like to void a committed invoice, use the Void Invoices process (AP> Void Invoices).
• Click the Generate icon if you would like to generate invoices using recurring invoices.
  • Recurring invoices are created and maintained using the Recurring Invoices window (AP> Maintenance> Recurring Invoices).
• Highlight an invoice and press ENTER or click the Modify icon to open the selected invoice.
• Press INSERT or click the Create icon to create a new invoice. This will open the Edit Invoices window.

5     Create an invoice and add invoice line items.

6     Commit the Invoices batch.

• Once the invoices have been added to the batch, generate the reports and commit the batch so that the invoices can be paid using the Computer Checks process.