Completing Batch Options for Invoices

Note:  Below are the steps to complete the batch options screen for a new batch of invoices.

• Enter a unique description for the new batch in the Batch Description field.  The description can be alphanumeric and up to 50 characters long.  Leave the field blank to use a default description assigned by the system.

Note:  If a unique description is not entered, the system will add a dash and four numbers starting with 0001 at the end (for example, Batch Description-0001) to make it distinctive.

• In the Processing Month field, enter the fiscal period for which to post the entries within the batch to the applicable modules; for example, enter the month for which to post the entries to General Ledger, if applicable.  Entries to record the expenditures will post to the specified processing month only for prepaid checks and automatic payments if operating on a cash basis, or for all invoices if operating on an accrual basis.  Use the mm/yyyy format or click the down-arrow button to select the desired date.  Leave the field blank to default to the current month (as based on the computer date).

Note:  If the month entered in this field is more than two months different from the current month, a warning icon will appear to the right of the field; verify the month entered is correct.  If the specified processing month is in the next fiscal year and there are funds in the Fund File in General Ledger with the Automatically Start New Fiscal Year field not selected, the Start New Fiscal Year option will need to be completed for the appropriate funds if it has not already been done.

• If applicable, select the Recurring Entries field to retain the batch of entries after posting the batch.  A checkmark will appear in the box if the field is selected.  For example, select the field if the batch (entries) needs to be processed on a regular basis, such as each month or quarter.

Note:  If the Recurring Entries field is selected for the batch, prepaid checks cannot be entered in the batch.

• Complete the Credit Card Payment Batch section to write one prepaid check or automatic payment to a specific vendor for all the prepaid checks or automatic payments entered within the batch.  

Tip:  Complete this section to write one check for the credit card payment (for example, to Visa) and then enter each transaction or charge as prepaid checks within the batch; after entering the last prepaid check (invoice) in the batch, click the To Screen & Save button to print one check to the credit card company for the total of all the invoices in the batch.

Credit Card Payment Batch Tutorial

• Enter the ID for the vendor for which to write the one prepaid check or automatic payment in the Credit Card Vendor ID field.  If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.

• Enter the type of payment (Prepaid Check or Automatic Payment) that will be made to the vendor in the Check Type field, or click the down-arrow button to select the correct one.  If a check was written manually or will be printed immediately after entering the invoices in the batch, enter Prepaid Check.  If the payment was or will be automatically paid (deducted) from your checking account, enter Automatic Payment.

Note:  If the Recurring Entries field is selected for the batch, a prepaid check cannot be used as the type of payment.

• Enter the ID of the checking account from which the check was written (or will be written if printing the check immediately after entering the invoices) or the automatic payment was (or will be) made in the Checking Account ID field.  If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.

• Enter the check number of the check or the automatic payment stub number in the Check Number field.  The check number can be up to 9 digits long.

Note:  If Automatic Payment is specified as the Check Type, the system will automatically display the next available automatic payment stub number in the Check Number field.  If the Recurring Entries field is selected for the batch, the Check Number field will be disabled, as the system will assign the next available automatic payment stub number once the batch is posted.

• Enter the date of the check or automatic payment in the Check Date field.  Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.  Leave the field blank to default to the current date.

Note:  If the date entered in this field is more than two weeks different from the current date, or more than two months different from the current date, a warning icon will appear to the right of the field; verify the date entered is correct.  If the date entered in this field is more than six months different from the current date, the system will not allow the date to be saved and an error icon will appear to the right of the field; verify the date entered is correct, and if needed, contact Customer Support for assistance in entering a date more than six months different from the current date.

Note:  To write a check (or automatic payment) to each company or person specified on the individual invoices entered within the batch, do not complete the Credit Card Payment Batch section.

• Complete the End of Fiscal Year Options section to expense the invoices that will be entered into the batch.  If expensing the invoices, the system debits the expenditure accounts as specified on the invoices and credits the Accounts Payable account number (as designated in the Fund File).

• Select the Expense Invoices field to expense the invoices.  A checkmark will appear in the box if the field is selected.

Note:  This field is disabled for school districts who operate on an accrual basis (as defined in the System File).

• Enter the date to use for expensing the payables within the batch in the Expense Entry Date field.  Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.  The date entered in this field will show in General Ledger and on the reports as the date expensed.

• For Iowa school districts who reverse GAAP expense only, select the Reversing GAAP field to reverse GAAP expense the entries within the batch, if applicable.  If the entries are reverse GAAP expensed, the totals do not post to the accounts, but are reflected on the C.A.R.  A checkmark will appear in the box if the field is selected.

Note:  This field is only enabled for those Iowa school districts who have specified they reverse GAAP expense at the end of the fiscal year (the Reversing GAAP field is selected in the System File).

• Click the Save button.