Batch
Control provides help to speed up and control invoice entry in the Invoice
Workbench.
User can create Batches as per their
requirement whether on daily basis or monthly basis or with their name.
For Contract invoices, Invoice Batch
Control can be used. For any contract that has multiple payments batches are
used.
For example contract # 12345 with amount
is AED 100,000 and amount is to be paid in 5 installments. A Batch named Contract # 12345 (Test case) is to be
created and Batch Control user will enter 5 it means five invoices is to be
created and control amount enter 100000 the amount of the contract.
Now when the user create the invoices,
Batch control window will show the control amount, Actual amount enter and the
variance amount. For example user enters the Invoice of AED 30,000. It will
show as below:
·
Control Amount = 100000
·
Actual Amount = 30000
·
Variance =
70000
Same ways it will show the variance in
invoices count like user enter 3 invoices in the batch. It will show the result
as
·
Control count = 5
·
Actual Invoice count
= 3
·
Invoice Count
Difference = 2
Note: After creation of Invoices Batches, User must be careful for
searching the batch as “Batch Search” is case sensitive.
Invoice Batch Control Functions
Following are the functions of Batch Control
– Invoices
1. Hold Invoices: You can hold the batch invoices for payment
·
Hold Name. Hold you want to apply
to each invoice.
·
Hold Reason. Payables display the
Hold description if you have entered a Hold Name.
2. Actual
Invoice Count. Payables display the
number of invoices you have entered in the batch.
3. Actual Invoice Total. Payables display the cumulative sum of the
invoice amounts of the invoices you have entered in the batch.
4. Batch Name. Name of the invoice batch.
5. Control Amount. Enter the sum of the invoice amounts in
the batch.
6. Control Count. Enter the number of invoices in the batch.
7. Currency. The default currency for
all invoices in the batch. (After you save an
invoice, you cannot change the Currency. You can use the Invoice Actions window
to cancel the invoice. You can then reenter the invoice with the correct
currency)
8.
Invoice Count Difference. Payables display the Control number minus the Actual number.
9.
Invoice Total Difference. Payables display the
Control amount total minus the Actual amount total.
10.
Liability Account. Account for the
liability of each invoice. If you do not enter a batch default, Payables uses
the supplier site Liability Account as a default for each invoice.
11. Pay
Group. Use
Pay Group to group invoices from multiple suppliers in a payment batch.
12. Payment Currency. Payables enter the
Invoice Currency as the default. If the Invoice Currency is not a fixed-rate currency, you cannot
update the value. If the Invoice Currency is a fixed-rate currency such as Euro
or an EMU national currency, you can change the Payment Currency value to an
associated fixed-rate currency.
13. Payment
Terms. Payment
terms Payables uses to create one or more scheduled payments for an invoice.
Invoice Batch Process
Batch
Control provides help to speed up and control invoice entry in the Invoice
Workbench.
Navigation: Payables
> Invoice Batches
Click
on Invoice Batches Tab to open Batches window.
Invoice
Batches window
Batch Name: Enter the Batch Name in Batch Name
Field.
Control Count: Control Count is total number of
Invoices that can be entered into this Batch.
Control Amount: Control Amount is the amount of batch
that can be entered into the batch.
Batch Information: [] these two brackets indicate the
descriptive flex field (DFF) in Oracle; this
field is used for Bach Information
at this screen. Click on the field and the new screen will open.
Enter the
Batch Number or Press Ok if systematic Batch Number is required to Use.
Click on
Invoices Tab to enter the invoices.
Control Count
=5, Actual Invoice Count =3, Invoice Count
Difference=2
Control
Amount =100000, Actual Invoice total =30000, Invoice
total Difference=70000
Caution
message will appear if the control total and the actual are not equal.
Invoice
Window for entering invoices
Batch Control Total: Batch control total, batch amount is
showing on the top left side of the window.
Batch Actual Total: Batch Actual total is showing on the top
right side of the window.
Batch Control Total = 100000
Batch Control Actual =30000
Batch Control Reports
Two reports are available for Batch Control.
·
Batch Control Report by Batch Name
·
Batch Control Report by Entered By
Batch Control Report by
Batch Name:
Batch Control Report by
Entered By
