You usually enter supplier invoices in either the Invoice Workbench or the Quick Invoices window.

Invoice Workbench
Used to enter any invoice directly into the Payables system. Use this instead of the Quick Invoices when entering complex
invoices or invoices that require online validation and defaulting. Also used when entering an invoice that needs immediate action, such as payment.

Functionality available only by invoice entry in the Invoice Workbench Use the Invoice Workbench to:
• Enter Prepayment type invoices Invoices
• Enter Debit Memo type invoices
• Match Credit Memos to invoices
• Calculate taxes on invoices

Online results seen only in the Invoice Workbench Although the following occurs during import, in the Invoice Workbench you can see online results of the following:
• Tax lines and distributions
• Allocation
• Automatic sequential voucher numbering

AP: Use Invoice Batch Controls
The above profile option needs to be set as Yes to access the AP Batch window, else the syetem would throw the following error

 

 

• Enter invoice defaults at the batch level that override system or supplier site defaults for all invoices in the batch.
• Maximize accuracy by tracking variances between the control invoice count and total and the actual invoice count and total resulting from your invoice entry.
• Easily locate a batch online and review the name of the person who created the batch and the date it was created.

Prerequisites

1. Enable the AP: Use Invoice Batch Controls profile option. This profile option is setup to allow creation of invoice either in batch or in single mode. The profile option can be set up in user level and should be NO to create invoice without batch.

2. Group unentered invoices into batches.
3. Establish a systematic naming convention to help you locate batches. For example, you may want to include in your invoice batch name the date or the initials of the person who entered the batch.
Tip: If you file physical documents by invoice batch name, a systematic naming convention will facilitate retrieval.

To enter an invoice batch:
1. In the Invoice Batches window enter a unique value in the Invoice Batch Name field. This name will appear on your reports and will help you locate the batch online.
2. Enter the number of invoices in the batch in the Control Count field.
Enter the sum of invoice amounts in the batch in the Control Total field. Payables tracks variances between the Control Count and Total and the Actual Count and Total as you enter invoices.
Note: If there is a discrepancy between the invoice amount and batch amount, Payables warns you when you exit a batch but it does not prevent Invoice Validation and payment of the individual invoices within a batch. You can make a correction immediately, or you can adjust the invoice batch later.
3. Enter any Invoice Defaults you want for the invoices. Defaults include: Currency, Type, Document Category, Hold Name, Liability Account, Payment Terms, Pay Group, GL Date, and Hold Reason.
These values you enter for defaults override any system and supplier site defaults for the invoices. For example, if you want the purchase order to provide the default value for Payment Terms on the invoice, then leave the Payment Terms field here blank. When you enter individual invoices you can override any values that default from the batch.
4. Choose the Invoices button and enter the invoices.