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Adding Transactions to a Batch

Adding Transactions to a Batch

Concept

When you cannot revise a transaction, you need to delete it and reenter it in the system. Ideally, you should add the transaction to its original batch. To add a transaction to an existing batch, you must use the Voucher Journal Review program (P0011). The process to add transactions is the same regardless of the type of transaction.

Procedure

In this task, you will add a voucher to an existing batch.

Step Action
Navigate to the Voucher Journal Review program (P0011) from the Supplier & Voucher Entry menu (G0411).

Click the Supplier & Voucher Entry link.

Click the Voucher Journal Review link.

Use the Work With Batches form to search for and select vouchers.

Step Action
Click in the User ID field.

Use the User ID field to enter the code that identifies the user’s profile.

Enter the desired information into the User ID field. Enter “MG9049361“.

Click the Find button.

Select the batch to which you want to add your transaction.

Click the 22203 option.

Click the Select button.

Use the Voucher Entry Journal Review form to enter additional transactions to a batch.

Step Action
Click the Add button.

Use the Enter Voucher – Payment Information form to enter header and line details for additional transactions.

Step Action
Click in the Company field.

Use the Company field to enter a value that identifies a specific organization, fund, or other reporting entity.

Enter the desired information into the Company field. Enter “00001“.

Click in the Supplier Number field.

Use the Supplier Number to enter a user-defined name or number that identifies an address book record.

Enter the desired information into the * field. Enter “4343“.

Click in the Invoice Number field.

Use the Invoice Number field to enter the supplier’s invoice number that is used for voucher entry. Voucher entry allows only one invoice per voucher number. If multiple invoice numbers exist on a voucher, you must set them up as multiple vouchers or combine the invoices and enter them as one voucher. Depending on how you have your Accounts Payable constants set, the system can take one of the following actions:

• Accept a duplicate invoice number without warning or error.

• Generate a warning message, in which the duplicate invoice number can still be accepted.

• Generate an error.

Blank values are treated in the same manner as any other invoice number. Two blank invoice numbers will be treated as duplicates.

To test for duplicate invoice numbers that might have been entered in error, generate the Suspected Duplicate Payments report.

Enter the desired information into the Invoice Number field. Enter “INVDR005“.

Click in the Invoice Date field.

Use the Invoice Date field to enter a date that either you or the system assigns to an invoice or voucher. This can be either the date of the supplier’s invoice to you or the date of your invoice to the customer.

Enter the desired information into the Invoice Date field. Enter “062515“.

Use the G/L Date field to enter a date that identifies the financial period to which the transaction will be posted.

Enter the desired information into the G/L Date field. Enter “012516“.

Click in the Gross Amount field.

Use the Gross Amount field to enter a value that specifies the total amount of the voucher pay item.

The gross amount might include the tax amount, depending on the tax explanation code. The system does not decrease the gross amount when payments are applied. When you void a transaction, the system clears the Gross Amount field.

Enter the desired information into the Gross Amount field. Enter “600“.

Click in the Remark field.

Enter the desired information into the Remark field. Enter “Dues and Subscriptions“.
Click the OK button.

Use the G/L Distribution form to specify the account number and information against which the voucher will be applied in your general ledger.

Step Action
Click in the Account Number field.

Enter the desired information into the Account Number field. Enter “1.1110.BEAR“.
Click the OK button.

Step Action
Click the Cancel button.

Step Action
Refresh the form to verify your new input.

Click the Find button.

Review the additional transaction.
Click the Close button.

Step Action
Refresh the Work With Batches form to review the changes.

Click the Find button.

Notice the change in amount.
Click the Close button.

You have successfully added a voucher to an existing batch.

End of Procedure.

Ayman Refat
Over 20 years of experience in IT area, working as Oracle JD Edwards Developer with expertise in Windows Server, SQL Server and Microsoft Exchange Server, experience in Linux operating systems (Debian and Redhat), VMWare ESX / ESXi, Novell Netware, relational databases like Oracle 10/11g and backup solutions from Computer Associates. Large experience in high-end servers from Dell and HP, having the following certifications: Microsoft: MCP, MCSE, MCDBA, MCSA and MCT (2008 ~ 2013), Computer Associates: Technical Specialist – Storage and Backup Solutions,
http://www.AymanRefat.com

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