How to Add, Edit, and Delete an Invoice Batch in Accounts Receivable for Sage 300

Before You Start

• Set up the following Accounts Receivable records:
  • Account sets
  • Distribution codes
  • Billing cycles
  • Interest profiles
  • Terms codes
  • Items (if you use an Accounts Receivable item list)
  • Optional fields, if used
  • Salespersons (if you assign salespersons to customers)
  • Customer groups
  • National accounts, if used
  • Customers
  • Ship-to locations, if used
• Use the Transactions tab on the A/R Options screen to select options for processing invoices, credit notes,and debit notes.
• Use the Numbering tab on the A/R Options screen to enter the prefixes and next numbers to assign to documents, if you want Accounts Receivable to assign the numbers automatically.
• Define the following information in Tax Services and Bank Services:
  • Tax authorities, tax groups, tax classes, and tax rates
  • Bank codes
• Before adding transactions to an invoice batch:
  • Make sure you have complete information for each document you want to enter, including the customer number, document number (if you want to assign your own document numbers), date, purchase order number, if any, and sales order number, if any.
  • If you are entering credit notes or debit notes, find out the invoice number to which they apply, if any.
  • If you will enter summary details, find out the distribution code or general ledger account number for each detail.
  • If you will enter item details, find out the item number, unit of measure, quantity, and price for each detail.
  • In multicurrency ledgers:
    • Update currency information and exchange rates in the Currency screens in Common Services.
    • Find out the rate type, rate date, and exchange rate to use for each invoice, credit note, debit note, and prepayment.

You can create batches from the A/R Invoice Batch List screen or from the A/R Invoice Entry screen.

To create a new invoice batch using the Invoice Batch List screen:

1. Open Accounts Receivable > A/R Transactions > Invoice Batch List.
2. When the screen opens, click New to create a new invoice batch and open the A/R Invoice Entry screen, where you can enter the batch date and description, and select the detail type for the batch.

To create a new invoice batch using the Invoice Entry screen:

1. Open Accounts Receivable > A/R Transactions > Invoice Entry.
2. Click the New button beside the Batch Number field.
   Accounts Receivable assigns a new batch number.
3. In the field beside the Batch Number field, type a description for the batch.
4. Accept the session date in the Batch Date field, or type over the date if you want to change it.
5. To view or change the default detail type for the batch:
   • Click the Zoom button beside the Batch Number field to open the Batch Information screen.
   • In the Default Detail Type field, select Item or Summary.
   • Click Close.

To display an existing invoice batch for editing or deleting:

1. Open Accounts Receivable > A/R Transactions > Invoice Entry.
2. Type the batch number in the Batch Number field, or use the Finder to display a list of existing batches, and then select the batch you want from the list.
   Tip: You can also click the navigation buttons for the field to move quickly
   through the batches to display the one you need.
3. If you want to delete the batch:
   • Click the Delete button.
   • If you see a message asking you to confirm the deletion, click Yes.

   All transactions in the batch will be deleted and the batch will be listed as deleted on the Batch Status report. You cannot reuse the batch number.
   Note: To clear the data for the deleted batch from Accounts Receivable, select the Clear Deleted And Posted Batches option when you clear history using the Clear History screen.

Tip:
You can also open existing batches from the A/R Invoice Batch List by:

• Double-clicking a batch.
• Selecting a batch, and then clicking the Open button.

To view header information for a batch:

1. Open Accounts Receivable > A/R Transactions > Invoice Entry.
2. Type the batch number in the Batch Number field, or use the Finder to display a list of existing batches, and then select the batch you want from the list.
3. Click the Zoom button beside the Batch Number field to display the A/R Batch Information screen.