Process AP Batch

This utility provides a way to perform payable updates on multiple invoices at the same time rather than one-at-a-time as would be the case using Billing Entry. This does not provide the ability to add new invoices. To access the AP Batch Utility, from the Main Menu, choose Payables > Utilities > AP Batch. When the form first opens, a selection dialog box displays.

If you Cancel or need to make changes to selection criteria, you can use the Filter icon to redisplay this dialog box. This icon is located near the upper data grid's headings (right-hand side) in the form.

Batch Criteria Selection

The dialog is used for selection of payables for processing. Begin by choosing a "source." Selections include the following:

•All Invoices

Includes all payables regardless of their source.

•Manually Entered

Only includes payables that weren't added by EDI or Instant AP.

•EDI Created

Only includes payables that were generated by Vendor EDI processing.

•EasyAP Created

Only includes payables generated by third-party document conversion.

Additional filters provide a way to further limit the selection of payables. Use the check box fields to enable or disable filter selections. At least one (1) filter must be selected from the options below:

❑Batch Date

Use the date selector control on the right to choose a "batch" date. Only payables matching the batch date (optional) will be selected.

❑Material Vendor

Enter or select a material vendor using the drop down control on the right. Only payables with a material vendor matching your selection will be included.

❑Payment Vendor

Enter or select a payment (pay-to) vendor using the drop down control on the right. Only payables with a payment vendor matching your selection will be included.

❑Receipt Branch

Enter or select a receipt branch. Only payables matching the receipt branch will be included.

❑Easy AP User

Choose the Easy AP user ID for this process.

❑Ignore GL Transferred - Check to only include payables that have not been transferred to the ledger.

❑HOLD Status Only - Check to only include payables with a status of "Hold." The hold status is typically applied to Vendor EDI generated payables when there's a discrepancy.

Choose the Accept button to process using the criteria selected or "Cancel" to close the dialog without processing.

Processing

Once selection criteria is used to populate the upper data grid, it's possible to make changes by changing the current row selection. When the selected row changes, the form area below displays that vendor invoice's information. If any changes are made to the form area or GL Entry selections, the Process (F12) function will be enabled and can be used to save (process) the changes for that particular invoice.