How does Purchase Batch Invoicing Work?

Entering Non-Product Supplier Invoices into the system.

Written By Grainne Reidy (Super Administrator)

Updated at September 13th, 2022

Introduction

This article covers:

  • Supplier (Vendor) Batch Invoicing 
  • Supplier (Vendor) Debit Notes (Credit Notes)

Batch Invoicing is a quick form of Invoice entry requiring no product movement or quantity detail. You can use it for small purchases such as household cleaning items, manual repairs, and business consumables. 


You need to set up the following prerequisites:

  • Suppliers (Vendors) Master Records
  • Codes tables (General Ledger Codes, Currency Codes and Tax Rates)


 

See:

How does the Purchase Ordering System Work?‍  

How does the Purchase (Un-Ordered) Product Invoicing Work?‍ 

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The Batch Invoice Process

  1. Go to Purchases > Batch Invoice > New Batch Invoice.

 

  1. In Batch Invoice, each line represents a Supplier (Vendor) Invoice. A Batch can comprise single or multiple entries. If the lines contain the same Supplier, Date, and Reference, they will post as one Purchase Invoice.
  2. For each Line, enter:
  • Account: Select from the dropdown. This auto-fills the Supplier (Vendor) defaults (General Ledger Code, BI Code, and Tax Code). If your Supplier (Vendor) doesn’t exist in the system, click +Add new Account to complete and save their details. The new account will then auto-fill in the Account field.

  • GL Acc: This comes from the Supplier’s (Vendors) Master record. You can override it here by selecting from the dropdown or by entering a General Ledger Code.
  • BI Code: This is available if you are using Extended Business Analysis. The default comes from the Supplier (Vendor) Master Record. 
  • Date: This is the date of the transaction. It defaults to today’s date, but you can override it here.
  • Ref:  This is a Supplier (Vendor) Reference. It can be the Supplier (Vendor) Invoice No. that appears on the Purchase Invoice. If there is a duplicate Batch Invoice Numbers from the Supplier, you will receive a warning and must change the Invoice number.
  • Description: Enter a short description.
  • Net Amt, VAT, VAT Amt: Enter Net Amt. Select the Vat Code from the dropdown. VAT Amt will auto-fill. If there are differences between the Supplier (Vendor) VAT (Tax) calculation and the calculated VAT (Tax) Amt, use the Supplier (Vendor) VAT (Tax) Amount and Line Total. To override the VAT (Tax) Amt, double-click in the field. In the dialog box enter the new amount. A warning displays this amount is more than 0.10 above the originally calculated value. However, this does not prevent posting.

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  • Line Total: The total amount is the sum of the Net Amt plus the VAT (Tax) Amt. 
  • Exchange Rate:  If your first Supplier (Vendor) is a Foreign Currency Supplier (Vendor) then the Exchange Rate field will auto-fill with values from the Currency table, but you can override it here. The view rate history link displays reference purposes, however, these rates are not linked to the Invoice entry date.  Lines Total takes account of the Exchange Rates. The totals for both Currencies (Base and Foreign Currency) are displayed. 
     
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Note

Batches must be a single currency only. If you want to use multiple currencies, you need to post multiple Batches. If you engage with a Foreign Currency Supplier, you will receive a warning about this. 

 

  • Sub Total: This is the Net total of all the lines. This appears in both the Supplier (Vendor) currency and the Base Currency
  • VAT (Tax) Total: This is the VAT (Tax) total of all the lines. This appears in both the Supplier (Vendor) currency and the Base Currency
  • Total: This is the VAT (Tax) plus the Net amounts of all the lines. This appears in both the Supplier (Vendor) currency and the Base Currency
  1. You can now do the following:
  • Click Post to post the entire Batch of transactions. This clears the screen. The last Processed Invoice No appears at the bottom of the screen. 
  • You can also Print the Batch.
  • If you don’t want to post, click Clear Batch. The Batch clears and you will not be able to retrieve it.
  • To save a Batch without posting, click Close. Your progress is autosaved and you can return to it later.

Viewing posted Batches

Go to Purchases > Batch Invoices. Each purchase invoice within the batch posts separately with a unique reference. Find your entry in the grid. The Purchase Invoice shows a negative amount and PI type. The entries associated Supplier (Vendor) Ledger Accounts and General Ledger/ BI Codes Accounts have been updated (unlike non-batch Item Invoices which might require Approval).

 

 

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Note

If you have an internet or power source interruption, you may get logged out and need to log in again. To prevent data loss an automatic save function backs up batch progress line by line. So, when you log in again you can recover the Batch you were working on by clicking New Batch Invoice. If a file was in progress, it will display, and you can continue entering the remainder of the Batch.

 

 

View posted transactions that have changes to the VAT (Tax) amounts

Go to Reports > Report Manager >Tax Reports > Tax Exceptions Report. 
 

See: 

How do I Implement Extended Business Analysis?‍ 

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Correcting errors in Batches

Before entering a Supplier (Vendor) Invoice Batch it is standard practice to manually add all the Invoices in the Batch to produce Control Totals for the:

  • Sub Total
  • VAT Total
  • Total

When you finish entering your Batch, these manual Control Totals should match the computed totals. 


To correct any errors:

  1. Click on the relevant fields and change their value. If there are missing lines, just add them. 
  2. When finished, click on Post Batch.

See:

How do I Implement Purchase Approval for Non-Budget Holders?‍ 

How do I Implement Purchase Approval for Budget Holders?‍ 

How Do I Amend, Cancel or Delete Transactions?‍ 

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Batch Invoice Reference Numbers and Actions

  1. Go to Purchases > Batch Invoices. In the grid, note the following:
  • Reference:  This is the auto-generated audit-trail transaction reference. You cannot change it. This displays as Ref. in the Transaction Browser after posting.
  • Number:  This is the Internal Number or Int. No of the transaction. Here it is a sequential number continuing from the previous Batch Line. In other cases, it is the Document number controlled by the parameters in the Company Details and Settings, such as the Supplier (Vendor) Invoice or Order Number.
  • External Reference:  This is the Ref. quoted on the Batch Line entry and can be the Supplier’s (Vendors) Document No. 

 

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  • Actions:  You can also choose some of the following actions from the dropdown:
    • Mark as Disputed
    • Remove
    • Create Purchases Payment

 

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