A/P Batch Listing Screen

Overview

A batch listing is the printed record of the transactions in a batch.

You can print batch listings for invoice, payment, and adjustment batches that have been entered, imported, generated, or posted. The invoice batch listing includes debit notes and credit notes, as well as interest invoices.

Tip: To enforce a strict audit trail, turn on the Force Listing Of All Batches option on the A/P Options screen. This option prevents you from posting batches that are unlisted.

When to Print

You should print batch listings after entering, importing, generating, or editing batches—at any time before the batches are posted—and then file them with your other audit trail records.

If you use the Force Listing Of All Batches option, you must print all batch listings before you can post the batches.

Information Printed on This Report

The following information is printed on the report:

• The batch entry number assigned to each transaction in the Invoice Entry or Payment Entry screen. This number is a permanent part of the information stored for an entry, and appears on the posting journals and on the unconsolidated G/L Transactions report. Use this number to select an unposted transaction for editing, and to trace the history of posted transactions.
• The Type column lists the transaction type for the entry. More...

  The invoice batch listing may contain the following transaction types:

  • CR Credit Note
  • DB Debit Note
  • IN Invoice
  • IT Interest Charge

  The payment batch listing may contain the following transaction types:

  • AD Adjustment
  • CF Applied Credit (from)
  • CT Applied Credit (to)
  • DF Applied Debit (from)
  • DT Applied Debit (to)
  • ED Earned Discount Taken
  • GL Gain or Loss (multicurrency ledgers)
  • PI Prepayment
  • PY Payment

  The adjustment batch listing contains adjustment transactions only.

• Payment terms and due date for invoices.

  Note: This information appears only on invoice batch listings.

• The following codes may appear:

  • A "T", indicating that the payment terms have been edited, as noted on the final tab of the report.

  • For multicurrency ledgers, an "R" appears if the exchange rate has been edited.

  • An "E" appears on payment batch listings if an entry has been edited.

  Note: The "R" and "T" codes appear only on invoice batch listings.

• Optional field information.
• Payment schedules are printed on invoice batch listings if you select the Show Schedules option.

• Summary pages include information, as follows:

  • The invoice batch listing includes a summary page that lists batch totals for the invoices, credit notes, debit notes, and interest charges entered, and a total for the batch.
  • The payment batch listing summary page lists totals for discounts taken, payments (amounts), and a total for the batch.

• The final page lists the descriptions of symbols that appear on the report (for invoice and payment batch listings only), and the number of entries and batches printed.

  The payment batch listing final page also lists the general ledger account debits and credits for adjustments entered in the batch.