Batch Accounts Payable List Page

Use this page to list batch files and display their accounts payable records. You also can release and post batch files and individual payables, generate the Batch Payables Edit List report, enter change orders, and import payables.

The Batch Accounts Payable page includes two list sections:

The upper section lists the batch files you added payables to or all batch files in your system, depending on the radio button selected at the top of the page.
The lower section lists the accounts payable records stored in the batch selected in the upper section.

For information on adding and changing batch payable records, refer to Batch Accounts Payable Detail Page.

Menu Path

From the Fund Accounting menu, select Entry and Processing. From the Payable Entry menu, select Batch Accounts Payable.

Action Bar

Set Period, Print Multiple Batches, and Import items are not available when you select a batch payable in the page's list section.

Asset Information	Displays the Asset Information page for listing, updating, and adding fixed assets information.
Change Orders	Displays the Change Orders page for listing, updating, and adding change orders.
Release/Post	Displays the Release/Post page which lets you release a batch file's records for posting to Fund Accounting or allows you to perform the posting process.
Vendor Access Invoices	Displays the Process Invoices page. Use this page to display attachments or create payables for vendor invoices submitted through Vendor Access Center (VAC). This option only appears for customers using VAC. At least one invoice must be uploaded through VAC from the vendor. The user must have security resource 10222 - MAY PROCESS VENDOR ACCESS INVOICES.
Set Period	Lets you change the default fiscal year period and transaction date for accounts payable records in a selected batch file. For details, refer to Resetting Periods.
Print Multiple Batches	Displays the Print Payables Selection page to generate the Batch Payables Edit List report for multiple batch files.
Import	Displays the File Import and Data Selection page, where you can import batch accounts payables from files stored on your PC or shared network that have the extensions .xml, .exml, .csv, .txt, and *.unl.

Generate the Batch Payables Edit List

You can generate the edit list as many times as needed to determine if you need to make edits before you release and post the payables.

Select one of the following radio buttons:
- Show My Batches Only: Limit the list to batches where you added payable records.
- Show All Batches (default): Include all batch files added by any user. Results are restricted based on your User Views.
To generate the report for an individual batch file, select the batch, and then click Print.
or
To generate the report for all batch files displayed, select Print Multiple Batches on the Action Bar.
Enter the Control Numbers of the batches separated by the pipe symbol, for example, 1234|2345|3456. To select all batch files, enter an asterisk (*).

The Control Number field only appears when you are printing multiple batches.
Select a Sort Option.
- Entry Order
- Vendor Code Order
- Vendor Name Order
If desired, select the checkbox to print text associated with the batch. Otherwise, leave it blank.
Click Accept.
Select the desired output in the dialog box. and then click OK. The report's default file name is batchpay.rpt.
- The report includes any system warnings associated with the records.
- For records that are in review, the system provides a separate page showing cash balance exceptions, including the General Ledger cash accounts that would exceed their allotted balances once the identified payables are fully approved.

Release and Post Batch Files

Select one of the following radio buttons:
- Show My Batches Only: Limit the list to batches where you added payable records.
- Show All Batches (default): Include all batch files added by any user. Results are restricted based on your User Views.
Generate the Batch Payables Edit List as needed.
Use the Batch Accounts Payable Detail Page to make changes to the records, including the Hold Status.
Select the batch file, then select Release/Post on the Action Bar.

On the Release/Post page, select one of the following radio buttons:

Release Only	Releases all records in the batch from hold but does not post to Fund Accounting. Changes status from Hold to Open.
Post Only	Posts only the records in the batch that are not on hold, or routes them for approval.
Release and Post (default)	Releases all records in the batch from hold and either posts the records to Fund Accounting, or routes them for approval. Changes status from Hold to Open.

Click Accept.
In the confirmation dialog, click Yes.
The result depends on your selection in the Release/Post page:

- If you selected Release Only, the Released dialog displays to indicate the batch has been released from hold.
  Click OK to return to the Batch Accounts Payable page.
- If you selected Post Only or Release/Post, the Batch Payables Post Results page lists the records that posted, those that were routed for approval processing, and the payables that were kept in the batch file either because they were on hold or because of a data conflict.
  Click OK to return to the Batch Accounts Payable page.

Delete Batch Files or Individual Batch Payable Records

Select one of the following radio buttons:
- Show My Batches Only: Limit the list to batches where you added payable records.
- Show All Batches (default): Include all batch files added by any user. Results are restricted based on your User Views.
To delete a batch file and all of its payable records, select the batch.
or
To delete an individual payable, select its batch, and then select the payable in the payable list section.
Click Delete.
In the Confirmation dialog, click Yes.

Fields

All of the fields in the Batch Accounts Payable list page are read-only, except for the radio buttons in the Batch Selection section.

Select one of the following radio buttons:

Show My Batches Only: Limit the list to batches where you added payable records.
Show All Batches (default): Include all batch files added by any user. Results are restricted based on your User Views.

Batch List

Field	Description
Control Number	Number or code entered by the user to identify a batch file.
Entered By	The User ID of the person who created the batch file and entered its payable records. If more than one user added payables to the file, the code Multiple displays in this field.
Amount	The total payment amount of all payables stored in the batch.
Status	Indicates the status of the batch as determined by the Hold status of its records. Entry: The batch has been entered but not routed for approval. In this case, the Hold Status of the batch's items will be either On Hold or open. An item is open if its Hold Status field is blank, in which case the item has been released from hold. Review: The batch has been routed for approval. For the status of individual payables within a batch, refer to the Hold Status fields in the payable list section.
Year	The fiscal year referenced by the batch and its payables. If more than one year is referenced by the batch's payables, then the code Multiple displays in this field.
Period	The period of the fiscal year that applies to the batch and its payables. If more than one period is referenced by the batch's payables, then the code Multiple displays in this field.

Payable List

To display the Batch Accounts Payable Detail page, select a payable item and click Accept.

Field	Description
Control Number	Number or code entered by the user to identify a batch file. All payable records for a selected batch will display the same Control Number.
Entered By	The User ID of the person who entered the payable record.
PO Or Encumber	Identifies the purchase order or encumbrance associated with the payable record. If this is for a Non-Purchase Order item, the field displays 0 (zero).
Invoice	Identifies the invoice associated with the payable record.
Vendor	The Vendor Code of the vendor associated with the payable record.
Budget Unit	Low organization where the expense for the payable is charged. The field's title is defined in the Fund Accounting Profile. This field is not displayed if the Full Account Format option is enabled in the Fund Accounting profile. The Full Account Format option is available in versions 22.4 and later.
Account	Account number for the budget unit-account where the payment is distributed. This field is not displayed if the Full Account Format option is enabled in the Fund Accounting profile. The Full Account Format option is available in versions 22.4 and later.
Account Number	22.4 and later. If the Full Account Format option is enabled in the Fund Accounting profile, displays the full account number based on the format defined in the Fund Accounting profile translation page.
(Ledger) Title	22.4 and later. Ledger Title replaces Budget Unit Title and Account Title. It may be comprised of the Budget Unit and Account titles but can be edited by a user.
Amount	Dollar-and-cents amount of the payable.
Description	Description of the payable entered by the user.
Hold Status	The payment item's posting status. On Hold: The payable is awaiting review and cannot be posted because its Hold checkbox is selected. In Review/Open: The payable is in review and awaiting approval or denial. In Review/Correction: An approver has flagged the payable for correction. In Review/Partly Appr(oved): One or more but not all line items in the payable have been approved. In Review/Denied: The payable has been denied. The item continues to display so that it can be either re-entered or deleted. Blank: The payable has been released and can be either posted to Fund Accounting or if applicable, routed for approval.
Indicators	If notes are available for the payable, the Notes indicator displays. Click Notes on the toolbar to display the notes on the Add Note page.