Steps
to Complete Batch Options for Expense Outstanding PayablesEnter invoices and purchase orders (if applicable) in the usual manner, and then post the batch(es).
Tip: To make it easier to select the invoices and purchase orders to be expensed, enter the due date (or expected date for purchase orders) as 06/30/yyyy, with yyyy being the year you are closing. For Nebraska school districts only, use the date of 08/31/yyyy.
From the Accounts Payable screen, select the Options menu and then Expense Outstanding Payables.
If a batch already exists, the Expense Outstanding Payables Batch Search screen will appear. To continue expensing an existing batch, select the desired batch by double-clicking on the batch description. If a batch does not exist, the batch options screen will appear immediately in order to create a new batch.
Steps
to Complete Batch Options for Expense Outstanding Payables
Note: Only one batch can be created (open) at a time within the Expense Outstanding Payables option.
The Expense Outstanding Payables screen will appear for the selected batch. The description and processing month for the selected batch will appear in the title bar.
If desired, to view only invoices with particular due dates and/or purchase orders with certain expected dates (if applicable), enter the range of dates in the From and To fields. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the fields blank to display all invoices and/or purchase orders (if applicable).
Only the unpaid invoices and outstanding purchase orders (if applicable) within the specified date range will appear. For each invoice or purchase order, the following information displays: transaction type, due date or expected date, vendor ID and name, invoice or purchase order number, amount, detail description, account number, and fund number.
Note: For those school districts who operate on an accrual basis (as defined in the System File), only the outstanding purchase orders will appear as any invoices that have already been entered are expensed at the time they were posted. To display (and select) invoices and/or purchase orders for a particular date within the date range specified in the batch options, change the filters for the Transaction Date column.
Select the invoice and/or purchase order detail line items to expense:
To select an invoice or purchase order detail line item, click the box in the Selected column for the desired line item. A checkmark will appear in the box if a detail line item is selected.
To select all the detail line items on a particular invoice or purchase order, click the box in the Selected column for each detail line item on the desired invoice or purchase order. A checkmark will appear in the box if a detail line item is selected.
To select all the detail line items for all invoices or purchase orders to a particular vendor, click the box in the Selected column for the invoice or purchase order subtotal line for the desired vendor ID. If selected, a checkmark will appear in the box for the vendor ID invoice or purchase order subtotal line and for all the detail line items for all the invoices or purchase orders for the particular vendor.
To select all the detail line items for all invoices or purchase orders displayed for a particular fund, click the box in the Selected column for the invoice or purchase order subtotal line for the desired fund. If selected, a checkmark will appear in the box for the fund invoice or purchase order subtotal line and for all the detail line items for all the invoices or purchase orders for the particular fund.
To select all the detail line items for all invoices or all purchase orders, click the box in the Selected column for the subtotal line for the desired transaction type (invoices or purchase orders). If selected, a checkmark will appear in the box for the invoice or purchase order subtotal line and for all the detail line items for all invoices or all purchase orders.
To select all the detail line items for all invoices and purchase orders displayed on the screen, click the box in the Selected column for the Grand Total line. If selected, a checkmark will appear in the box for the Grand Total line and for all the detail line items for all invoices and purchase orders on the screen.
Note: After an invoice or purchase order detail line item has been selected, the amount of the selected line item will be added to the necessary subtotal lines, such as for the vendor and fund, and the Grand Total line.
After all the desired invoice and/or purchase order detail line items have been selected to be expensed, click the Save button.
Print an Expense Outstanding Payables Report (from the Reports menu) to verify the selected invoice and/or purchase order detail line items to be expensed.
Post the batch.
