Accounts Payable Batch Processing for Accounts Payable Representatives

The following list describes the accounts payable batch processing steps that are required for an accounts payable representative:

1. Create the batch.

2. Add purchase invoices or credit memos to the batch. Purchase invoices can be initiated within the batch or can be transferred from payment or expense requests.

3. Release each individual document.

4. Release the batch for auditing.

5. Audit the batch to ensure that the purchase invoices that are included within the batch are complete and approved.

   Typically, the accounts payable auditor performs this step. When the accounts payable auditor reviews the batch, if errors or omissions are detected, the batch is sent back to the accounts payable representative for corrections and to re-release the batch.

6. Post the approved batch.

   Depending on your organizational processes, the accounts payable representative or the accounts payable auditor may perform this step.

Create a batch

Accounts payable representatives create batches within the A/P Batches page. Each batch has a default number series assigned, which is set up during the configuration process on the Purchases & Payables Setup page. When you create a batch, it is automatically assigned the Status of Open.

To create a batch

1. Choose , enter a/p batches, and then choose the related link.

   The A/P Batches page opens.

2. On the action bar, choose New.

   The A/P Batch Card page opens.

3. In Batch No., specify a number from the pre-defined number series.

Create purchase invoices

For a purchase invoice to be associated with a particular batch, the purchase invoice must be created from within the batch.

To create purchase invoices

1. Choose , enter a/p batches, and then choose the related link.

   The A/P Batches page opens.

2. Select the batch in which you want to create an invoice.

3. On the action bar, choose Home > Create Invoice.

   The Purchase Invoice page opens. The purchase invoice is automatically assigned a number.

4. In Vendor Name, specify the vendor name.

5. In Vendor Invoice No., specify the document number of the original document that you received from the vendor.

6. Specify values for other fields as required.

7. To release the purchase invoice, on the action bar, choose Home > Release.

Create purchase credit memos

For a credit memo to be associated with a particular batch, the credit memo must be created from that batch.

To create purchase credit memos

1. Choose , enter a/p batches, and then choose the related link.

   The A/P Batches page opens.

2. Select the batch in which you want to create a credit memo.

3. On the action bar, choose Home > Create Credit Memo.

   The Purchase Credit Memo page opens. The purchase credit memo is automatically assigned a number.

4. In Vendor Name, specify the vendor name.

5. In Vendor Cr. Memo No., specify the document number of the original document that you received from the vendor.

6. Specify values for other fields as required.

7. To release the purchase credit memo, on the action bar, choose Release > Release.

Release the batch for auditing

After you have finished creating purchase invoices and purchase credit memos, you can release the batch for auditing. Releasing a batch changes the Status from Open to Released.

Typically, the accounts payable auditor performs this task. When the accounts payable auditor reviews the batch, if errors or omissions are detected, the batch is sent back to the accounts payable representative for corrections and to re-release the batch.

To release a batch for auditing

1. Choose , enter a/p batches, and then choose the related link.

   The A/P Batches page opens.

2. Select the batch that you want to release, and then on the action bar, choose Home > Release Batch.

   A dialog box appears and displays the number of invoices or credit memos that were released within the batch.

3. To close the dialog box, choose OK.

Working with existing batches

When a batch is created, it is automatically assigned the Status of Open. As long as a batch is in the Open status, you can continue to add purchase invoices and purchase credit memos.

Additionally, if there are inconsistencies, errors, or omissions in any of the purchase invoices or purchase credit memos in the batch, the accounts payable auditor reopens the batch for you to make the necessary modifications. After you have performed the necessary modifications, you can release the batch again for auditing.

You can view and revise existing batches that you or others created on the A/P Batches page.

To open an existing batch

1. Choose , enter a/p batches, and then choose the related link.

   The A/P Batches page opens.

2. Select the batch that you want to open.

3. On the action bar, choose Edit.

   The A/P Batch Card page for the selected batch opens.

Place an accounts payable batch on hold

If required, you can place an accounts payable batch on hold. For more information, see Place an Accounts Payable Batch on Hold.

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

If required, you can move an accounts payable batch to another open batch. For more information, see Move a Purchase Document from an Accounts Payable Batch to another Open Batch.

Print a Batch Control report

Depending on your process, when you release a batch, you may be required to provide a Batch Control report, along with the original documents that belong to the batch, to the accounts payable auditor.

To print a batch control report

1. Choose , enter a/p batches, and then choose the related link.

   The A/P Batches page opens.

2. On the action bar, choose Filters > Released.

3. Select the batch for which you want to print the report.

4. On the action bar, choose Report > Batch Control Report.

   The Batch Control Report page opens.

5. Specify values as required, and then to view the report, choose Send to, Print, or Preview & Close.

Post the batch

The final step in accounts payable batch processing is to post the batch. The accounts payable representative or the accounts payable auditor can perform this step.

To post the batch

1. Choose , enter a/p batches, and then choose the related link.

   The A/P Batches page opens.

2. Select the batch that you want to post, and then on the action bar, choose Post Batch (Invoices) or Post Batch (Cr. Memos).

See also

Accounts Payable Batch Creation

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