Accounts Payable Invoice Form

To access this form, go to Transactions>Accounts Payable>Invoices

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 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: If a Session ID is used one year, the same Session ID cannot be reused the following year. The remaining fields and buttons of the 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 account 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 the 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 form
Start/Open/Save	For a new session, click Start to proceed to the Session Form and begin entering 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 transactions 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. Use the Unposted Sessions table to view, update, and manage unposted session information in the system.

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

Session ID	The session ID for the unposted session records in the system. Click a session ID to proceed to the Accounts Payable Invoice Session Form
Status	The status (BP or BS) of the unposted session records in the system. Click a session status to load that session information into the form fields
Document Count	The document count (invoices) for each unposted session record in the system
Session Total	The dollar amount of invoices for each unposted session record in the system
Session Date	The session date of the unposted session records in the system. Click a session date to load that session information into the form fields
Description	The description for the unposted session records in the system. Click a session description to load that session information into the form fields
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	Select how many items per page to display using the drop-down list. You can view items in the table in increments of 10, 20, 50, or 100
Filter Column	The Filter icon displays in the title bar for columns that are available for filtering
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
Post Selected	Click Post Selected to post the selected unposted sessions that have a status of BP