Move a purchase document from an accounts payable batch to another open batch

Sparkrock 365 provides the capability for you to move purchase documents, such as purchase invoices or purchase credit memos, from an accounts payable (A/P) batch to another open batch. This feature is useful in situations where a document is not approved for some reason, but the batch must be processed so other vendors can be paid.

On the Purchases & Payables Setup page, when Enable A/P Batch Management is turned on and a user opens a purchase document page, such as A/P Batch Purchase Invoices, a user can select one or more purchase documents, and then choose the Move To Batch action to move the one or more documents to a different open A/P batch.

Users who have on the User Setup page, the A/P Batch Admin checkbox selected, can move purchase documents to another open A/P Batch. Otherwise, if the A/P Batch Admin checkbox is clear for a user, the user can only move purchase documents to another batch that they created. If no open batch exists, the user can create a batch after choosing the action.

Purchase documents cannot be moved from an open batch to a non-open batch, for example, from a batch with the Status of Open to a batch with the Status of Closed. However, purchase documents can be moved from a non-open batch to an open batch, for example, from a batch with the Status of Released to a batch with the Status of Open.

To move a purchase document from an accounts payable batch to another open batch

  1. Choose Lightbulb that opens the Tell Me feature., enter a/p batches, and then choose the related link.

    The A/P Batches page opens.

  2. Select the batch for which you want to move one or more purchase documents, and then use the action bar to open the applicable page. For example, to open the A/P Batch Purchase Invoices page, choose Navigate > Unreleased Invoices.

    The applicable page opens.

  3. Select the one or more purchase documents that you want to move, and then on the action bar, choose Actions > Release > Move to Batch.

    The Select A/P Batch No. page opens.

  4. Choose Review or update the value for A/P Batch No..

    The A/P Batches page opens.

  5. Select a batch.

    If no open batches exist, to create a batch, on the action bar, choose New, and then complete the required steps.

  6. To close the A/P Batches page, choose OK.

    You are returned to the Select A/P Batch No. page.

  7. To complete the move, choose OK.

Accounts payable batch processing for accounts payable representatives
Accounts payable batch processing for accounts payable auditors

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