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  1. From the Main Menu, expand Purchasing (Accounts Payable), then click Voucher Batch Entry to open Voucher Batch Search. 
  2. Click New toolbar button to open blank Voucher Batch Entry screen.
  3. By default, AP Account is populated by the AP account set in Company Locations assigned to the user > GL Accounts tab. Click AP Account combo box button and select different AP account if necessary.
  4. Batch Date will be filled in by today's date automatically. Click date picker button and select new date or manually enter new date on the field if you wish to change the value.
  5. Enter Reference if necessary.
  6. Add details on the grid.
    1. Click Vendor combo box button and select existing Vendor from the combo box list. Name of the selected vendor will be displayed on the Vendor Name field.
    2. Assign Invoice #. In any case that the entered Invoice number is already existing to the same vendor, this message will prompt:
      Image Added
      1. Select Yes to re-use the Invoice #.
      2. Select No to enter new Invoice #.
    3. Terms will be automatically filled in by the Terms assigned to the selected vendor. If change is necessary, click on the combo box button and select different terms from the combo box list.
    4. Date will be filled in automatically with today's date, but can be changed to reflect a different date if necessary.  Click the drop down button next to this field to open the mini calendar screen where you can select a different date. Manual entering of date is also allowed.
    5. Voucher Date will be filled in automatically with today's date, but can be changed to reflect a different date if necessary. Click the drop down button next to this field to open the mini calendar where you can select a different date. Manual entering of date is also allowed. This is the date where due date will be based depending on the terms selected in the Terms field.
    6. Due Date field will be automatically filled in based on the Terms used.
    7. GL Account will be filled in by the Account Id set for the selected vendor. Click combo box button and select another account if you wish to change the account used.
    8. Enter Description if necessary.
    9. Enter total amount of the vendor’s Voucher in the Total field.
  7. The over-all total of the Vouchers added in the grid will be displayed on the Batch Total field.

  8. Click Save button. Voucher Batch No. field will now be filled in with a unique, system-generated ID automatically. 

Note

You can skip saving the record if the transaction is to be posted right away. This will be catered in the Posting process since it automatically saves the record before posting. (See How To Post Voucher Batch Entry)

Expand
title16.4

Here are the steps on how to create a Voucher Batch Entry:

  1. From the Main Menu, expand Purchasing, then click Voucher Batch Entry to open Search Voucher Batch Entry. 
  2. Click New toolbar button to open blank Voucher Batch Entry.
    Image Modified
  3. By default, AP Account is populated by the AP account set

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  1. in Company Locations

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  1.  assigned to the

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  1. user > GL Accounts tab. Click AP Account combo box button and select different AP account if necessary.
  2. Batch Date will be filled in by today's date automatically. Click date picker button and select new date or manually enter new date on the field if you wish to change the value.
  3. Enter Reference if necessary.
  4. Add details on the grid.
    1. Click Vendor combo box button and select existing Vendor from the combo box list. Name of the selected vendor will be displayed on the Vendor Name field.

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    1. Assign Invoice #. In any case that the entered Invoice number is already existing to the same vendor, this message will prompt:
      Image Modified
    2. Terms will be automatically filled in by the Terms assigned to the selected vendor. If change is necessary, click on the combo box button and select different terms from the combo box list.
    3. Date will be filled in automatically with today's date, but can be changed to reflect a different date if necessary.  Click the drop down button next to this field to open the mini calendar screen where you can select a different date. Manual entering of date is also allowed.
    4. Voucher Date will be filled in automatically with today's date, but can be changed to reflect a different date if necessary. Click the drop down button next to this field to open the mini calendar where you can select a different date. Manual entering of date is also allowed. This is the date where due date will be based depending on the terms selected in the Terms field.
    5. Due Date field will be automatically filled in based on the Terms used.
    6. GL Account will be filled in by the Account Id set for the selected vendor. Click combo box button and select another account if you wish to change the account used.
    7. Enter Description if necessary.
    8. Select Tax ID to indicate what type of tax will be applied to the specific vendor.
    9. Enter total amount of the vendor’s Voucher in the Total field.
      Image Modified
  2. The over-all total of the Vouchers added in the grid will be displayed on the Batch Total field.
    Image Modified

  3. Click Save button. Voucher Batch No. field will now be filled in with a unique, system-generated ID automatically. 
    Image Modified

Note

You can skip saving the record if the transaction is to be posted right away. This will be catered in the Posting process since it automatically saves the record before posting. (See How To Post Voucher Batch Entry)

Expand
title15.2 ~ 15.3

Here are the steps on how to create a bill batch entry:

  1. From the Main Menu, click Purchasing > Bill Batch Entry. If there's an existing record, docked Search Bill Batch Entry screen will open. Otherwise, blank Bill Batch Entry screen will open automatically.
  2. If Search Bill Batch Entry screen opens, click New toolbar button to open blank Bill Batch Entry screen.
  3. By default, AP Account is populated by the AP account set in System Manager > Company Preferences > Account Payable. Click AP Account combo box button and select different AP account if necessary.
  4. Batch Date will be filled in by today's date automatically. Click date picker button and select new date or manually enter new date on the field if you wish to change the value.
  5. Enter Reference if necessary.
  6. Add details on the grid.

    1. Click Vendor combo box button and select existing Vendor from the combo box list. Name of the selected vendor will be displayed on the Vendor Name field.
    2. Assign Invoice #. In any case that the entered Invoice number is already existing to the same vendor, this message will prompt:
    3. Terms will be automatically filled in by the Terms assigned to the selected vendor. If change is necessary, click on the combo box button and select different terms from the combo box list.
    4. Date will be filled in automatically with today's date, but can be changed to reflect a different date if necessary.  Click the drop down button next to this field to open the mini calendar screen where you can select a different date. Manual entering of date is also allowed.
    5. Bill Date will be filled in automatically with today's date, but can be changed to reflect a different date if necessary. Click the drop down button next to this field to open the mini calendar where you can select a different date. Manual entering of date is also allowed. This is the date where due date will be based depending on the terms selected in the Terms field.
    6. Due Date field will be automatically filled in based on the Terms used.
    7. GL Account will be filled in by the Account Id set for the selected vendor. Click combo box button and select another accountif you wish to change the account used.
    8. Enter Description if necessary.
    9. Select Tax ID to indicate what type of Sales tax will be applied to the specific vendor.
    10. Enter total amount of the vendor’s bill in the Total field.
  7. The over-all total of the bills added in the grid will be displayed on the Batch Total field.

  8. Click Save button. Bill Batch Number field will now be filled in with a unique, system-generated ID automatically. 

    Note

    You can skip saving the record if the transaction is to be posted right away. This will be catered in the Posting process since it automatically saves the record before posting. (See How To Post Voucher Batch Entry)

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