AP> Invoices

Commit an Invoices Batch

Summary

 

After the invoices have been entered into the AP module Invoices batch, you can generate a Proof List and GL Distribution Report and then commit the batch. It is important to review the Proof List before committing the batch, because once an invoice has been committed, you cannot modify it. If you would like to modify a committed invoice, you will have to void the invoice (AP> Void Invoices) and then generate a new invoice.

 

The GL Distribution Report displays the journal entry generated by the batch and sets the fiscal period and fiscal year. Review this report to make sure the correct expense accounts have been attached to the invoice line items and that the correct payable account is being used. The payable account that is credited in the transaction is defined in the AP module Setup window (AP> Utilities> Setup> General tab> Payable Account field). The fund of this account will be pulled from the GL account attached to the invoice line item.

 

 Related Links

 

Click here for information on the AP module Setup window.

 

Step by Step

 

1     Create or open an Invoices batch.

 

 

2     Create an invoice.

 

 

3     Add line items to the invoice.

 

 

4     Save the invoice.

 

  • Click the Save button on the Add/Edit Invoices window after you have added all of the invoice line items to the invoice to save the changes.
  • If you get a validation information window, the invoice might be a duplicate based on the duplicate invoice settings defined in the AP Setup window (AP> Utilities> Setup> Invoices tab).

 

5     Print a proof list.

 

  • The Proof List Report will display the invoice line items that have been generated in the batch. Each invoice line item will display as a separate line item on the report and the line items will be totaled by vendor.
  • Open the Proof List window (AP> Invoices> Proof List).
  • The Print Mode field is used to select proof list format.
    • The Standard report will display the Invoice Number, Invoice Date, Amount, Quantity, Payment Date, Task Label, Type, Purchase Order Number, whether or not the associated purchase order is closed, Line Number, Account Number, Account Description and Reference Number. The report will also display totals for included accounts, invoices and vendors, as well as a report total.
    • The Work Order Detail report will display the Vendor Number, Vendor Name, Invoice Number, Invoice Date, Work Order Number, Reference Number, Activity Type Code and Amount. The report will also provide Vendor and Report totals.
    • The WO Detail with Inventory report will display the Vendor Number, Vendor name, Invoice Number, Invoice Date, Invoice Description, Reference Number, Activity Type Code, Quantity, Item ID, Item Description, Account Number, and Amount. The report will also provide Invoice, Vendor, and Report totals.
  • The Sort Order field is used to select the order that invoice line items will display on the report.
    • Select Vendor Name if you would like the invoice line items on the report to be sorted by the name of the vendor attached to the invoice.
    • Select Vendor Number if you would like the invoice line items to be sorted by vendor number.
  • Check the Show Vendor Address toggle to include the vendor address on the report.
  • Check the Show Home Department toggle to include the home department associated with the invoices in the batch.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.
  • Review the Proof List Report. You cannot modify invoices once they have been committed. If you would like to modify a committed invoice, you will have to void the invoice (AP> Void Invoices) and then generate a new one.

 

6     Generate the GL Distribution Report.

 

  • The GL Distribution Report will display the journal entry generated by the Invoices process. This step will also set the fiscal period and fiscal year that the journal entry will be posted to.
  • Open the GL Distribution window (AP> Invoices> GL Distribution).
  • Enter a Journal Entry Date. This date will determine the fiscal period and fiscal year the invoices in the batch will be expensed.
    • The journal entry date must be in the same fiscal year that was selected in the Fiscal Year field during the Settings step (AP> Invoices> Settings> Fiscal Year field). The fiscal year of the Invoices batch determines which POs will display in the batch and which fiscal year the journal entry will be created. Click here for information on the Settings step.
    • The date will always default to the current date. Modify the journal entry date to change the fiscal period the invoices will be expensed.
    • This is the date used for the PO history transaction date. This allows backdated payments in the Accounts Payable module to calculate encumbrances based on the Journal Entry Date.
    • You will receive a validation error if the journal entry date entered in this field is for a fiscal period that has been locked out using the Lockout Fiscal Period feature. Click here for information on the Lockout Periods feature.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.
  • The Invoices process will create the following journal entry.

 

    GL Account used in transaction

    Debit

    Credit

    GL account attached to the invoice line item

    XXX

     

    GL account set up as the Payable account in the AP module Setup window (AP> Utilities> Setup> General tab> Payable Account field)

     

    XXX

 

    • When a GL account is defined as the payable account in the AP module Setup window (AP> Utilities> Setup> General tab> Payable Account field), the fund is not specified because it is pulled from the GL account attached to the invoice line item. For example, if there is one invoice line item in the Invoices batch and it is attached to fund 06, fund 06 will be added to the payable account and credited when the Invoices batch is processed. This means you will have to set up a payable account in each fund that will be used to expense invoice line items.
  • Review the GL Distribution Report. If the AP module account payable account does not exist in a fund (for example, the invoice line item is attached to a new fund 08, but an AP module accounts payable account has not been created in that fund), an Invalid Account message will display on the report. The Commit step on the Invoices batch will be enabled, but you will not be able to commit the batch until the AP module accounts payable account has been created or the GL account on the invoice line item has been changed to a fund that contains an AP module accounts payable account.

 

7     Print a PM module Distribution Report.

 

  • The PM module Distribution Report displays the PM module transactions generated by the invoices in the batch. This report will only display information if there are PM module task and type codes attached to invoice line items in the batch.
  • The PM module Distribution Report will only display on the Invoices palette if the AP module is set up to interface with the PM module (AP> Utilities> Setup> General tab> Enable Project Management interface toggle).
  • Click here for information on the PM Distribution Report.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

8     Print a WO module Distribution Report.

 

  • The WO Distribution Report displays the Fund, Account Number, Account Description, Debit Amount, Credit Amount, and transaction Description. The report will provide totals by fund as well as a report total.
  • This step will create any work order distribution records for each invoice line item that is associated with a work order.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

9     Generate the work flows. This is an optional step.

 

  • The Generate Work Flows step applies if only certain employees are allowed to commit an Invoices batch. For example, if you are a department clerk, but only the department head is allowed to actually commit an Invoices batch, then run the Generate Work Flows step to notify the department head that an Invoices batch is ready to be committed. If you do not use work flows, skip to the Commit step and commit the batch.
  • Select Generate Work Flows on the menu. This will open an information window asking you to confirm your selection.
  • Click the Submit button to generate the work flows. This will create a job on the Jobs Viewer window. Once the job is complete, the work flow will be created.
  • Work flows are created and maintained on the Work Flow Maintenance window (SS> Work Flow> Work Flow Templates). Click here for information on Work Flows.

 

10     Review the work flows. This step is only required when using work flows.

 

  • The Review Work Flows step is used to view the invoices before committing the batch and is used in conjunction with the Generate Work Flows step. For example, a department clerk runs the Generate Work Flows step to notify the department head that the invoices are ready to be approved. The department head receives an email that the batch is ready to be committed, so they review the invoice proof lists and distribution reports and then commit the batch.
  • Open the Review Work Flows window to review the invoices in the batch (AP> Invoices> Review Work Flows).
  • The Review Work Flows window displays the work flow generated by the Generate Work Flows step (AP> Invoices> Generate Work Flows).
  • The Status column displays the status of the work flow. If the work flow is waiting to be approved, the Status will be New.
  • The Author column displays the department clerk that created the work flow (this is the employee that ran the Generate Work Flows step). If the invoices batch is rejected, this is the employee that will receive the notification email that the batch has been rejected.
  • The type of work flow generated during the Generate Work Flows step determines what needs to be done to the invoices before the batch can be committed.
    • If the work flow is set up as an action step on your role (SS> Work Flow> Work Flow Templates), you will have to approve or reject the invoices in the batch before you can commit the batch.
    • If the work flow is set up as an information step on your role (SS> Work Flow> Work Flow Templates), the commit step will be enabled and the batch will be ready to commit. When the work flow is set up as an information step, skip the Review Work Flows step and commit the invoices batch.
  • If you have to approve or reject the invoices batch, click the Arrow buttons to expand and contract the work flow in order to display the individual work flow steps.
  • Click OPEN on a work flow step to open the report or process that needs approval and approve or reject the work flow. Click here for information on processing work flows.

 

11     Commit the batch.

 

  • After you have generated and reviewed both the Proof List and the GL Distribution Report, you can commit the Invoices batch. Committing the invoices batch will commit the invoices so that they can be paid using the Computer Checks process and it will also commit the journal entry. You cannot modify committed invoices. If you would like to modify an invoice after it has been committed, you will have to void the invoice (AP> Void Invoices) and then generate a new invoice.
  • Open the Commit Invoices window (AP> Invoices> Commit).
  • If the batch includes an invoice that will generate an Inventory Control transaction, you will be prompted to select an existing IC Inventory Transactions batch to include the new transaction in. Click here for information on Inventory Transactions.
  • Check the Create budget adjustment for closed PO lines rolled from prior year toggle to create a budget adjustment in the fiscal year specified on the Settings step for any PO lines closed in the process with outstanding amounts if the PO lines were rolled over from the prior fiscal year.
    • The Do not aggregate budget adjustments toggle will be enabled if the toggle above is clicked. This toggle will turn the single aggregated budget adjustment generated by the toggle above into separate budget adjustments for each PO line.
    • When the Do not aggregate budget adjustments toggle is not checked, the resulting adjustment description will read "Adj for close of rolled PO in Inv batch #." When the toggle is checked, the description will read "Adj for close of rolled PO #, Line #."
  • Click the Commit button to commit the Invoices batch. The Commit step will be processed on the Jobs Viewer window. The Commit step will result in an error message if an AP module accounts payable account on the GL Distribution Report does not exist. Click here for information on the Jobs Viewer window.
  • The Invoices are committed.
  • The committed invoices can be paid using the Computer Checks process. Click here for information on the Computer Checks process.