Accounts Payable Invoice Form

The Accounts Payable Invoices form displays when you select the Invoices option from the Transactions > Accounts Payable submenu. Use this form to start the session into which you want to enter invoice transactions. You can do this either by creating a new session or by selecting an existing session from the Unposted Sessions table, which lists all invoice sessions with a current status of either Batch-to-Post or Batch-to-Suspend.

This page assumes that you have all applicable Accounts Payable access rights.

Accounts Payable Invoice Form Fields

Use the Accounts Payable Invoice form fields to create or update an Accounts Payable Invoice Session.

Session ID: The session ID is used to link each transaction to the session into which it was entered, making it possible to track the origin of any entry. For example, if you print a general ledger report and include the session ID column, the session ID for each debit or credit is listed in the report.

To create a new Session, enter a unique session ID representing the group of related documents.

While any sequence of characters can be entered to identify the batch of documents, using a logical and consistent method of assigning the session IDs makes locating specific information much easier and provides a better audit trail.

To have the system assign a session ID:

  • Click the icon, or
  • Click in the Session ID field and press the '+' key on your keyboard's number pad.

Note: Once a Session ID is posted it cannot be reused.

The remaining fields and the buttons of the Accounts Payable Invoice form activate after a session ID is entered or an existing session is selected from the Unposted Sessions table.

Status: Select a session status from the drop-down list. The available values are:

  • BP (Batch to Post) - Runs accounting validations against the session transactions.
  • BS (Batch to Suspend) - Suspends the accounting validations and keeps the session as a work-in progress. A session whose status is BS cannot be posted until its status is updated to BP.

Description:: Enter a session description. The session description can be included in many detail reports such as the general ledger.

Session Date:: Enter a valid date for this session. The system defaults to the current date when a new session is created. However, you can enter any date, such as the date the session was created, the date the session was or will be posted, or the date of the transactions. The session date also serves as the default document date for each transaction in the session.

Cancel:: Click Cancel to clear the Accounts Payable Invoice form.

Start/Open/Save:

  • For a new session, click Start to proceed to the Document Page and begin entering cash receipts transactions into the session.
    Or Click the down arrow on the right side of Start and click Save to save the session data without entering transactions.
  • For a session selected from the Unposted Sessions table, click Open to continue working with cash receipts in the session.
    Or click Save to save any session updates without entering transactions.

Unposted Sessions Table

The Unposted Sessions table lists the existing sessions not yet posted in the system.

Click an unposted session ID in the Session ID column to proceed to the Document Page for that session. Click in the Status to Description area of the table for a session to load that session information into the Accounts Payable Invoice form fields.

Use the Unposted Sessions table to view, update, and manage unposted sessions information in the system.

Search Sessions: Enter a sequence of characters to filter the list displayed in the Unposted Sessions table. For example, entering BP or BS will display only unposted sessions with a status of BP or BS.

List Records: Click the drop-down list to select the number of unposted session records to display in the Unposted Sessions table.

Filter Column: The Filter icon displays in title bar for columns that are available for filtering.

Session ID: Lists the session IDs for the unposted session records in the system. Click a session ID to proceed to the Document Page for that session.

Status: Lists the status (BP or BS) for the unposted session records in the system. Click a session status to load that session information into the Accounts Payable Invoice Session form fields.

Document Count: Lists the document count (invoices) for each unposted session record in the system.

Session Total: Lists the dollar amount of invoices for each unposted session record in the system.

Session Date: Lists the session date for the unposted session records in the system. Click a session date to load that session information into the Accounts Payable Invoice form fields.

Description: Lists the session description for the unposted session records in the system. Click a session description to load that session information into the Accounts Payable Invoice form fields.

Action: Lists the available action for the unposted session records in the system.

  • Delete: Click Delete to remove the unposted session record from the system.

Select: Click the Select check box to select unposted sessions that have a status of BP. Click the Select check box located in the title bar of the Unposted Sessions table to select all unposted sessions that have a status of BP in the Unposted Sessions table.

Post Selected: Click Post Selected to post the selected unposted sessions that have a status of BP.