To start the session in eXtend to post Accounts Payable, access the Finance tab at the top of the screen.
From the drop down options, select:
eXtend Finance – Process
Finance – Accounts Payables – Process.
Purchase Invoice Processing – Process
Transactions
To create a new Payables batch:
If you do not have an unfinalized batch the system will come up to the Trans Entry Date, if you need to create an additional batch, click the icon that has a plus sign (+) inside a folder.
To create the batch, the following information will need to be entered:
- Trans. Entry Date
- Fiscal Year
- Reference next to the Batch Number field
Following are the steps to add the detail lines to your batch:
- Click on the icon in the menu bar that has a plus sign (+) inside a page.
- Click the Zoom icon in the Trans field to search for the transaction code to use. Cost Invoice will be PXP, Parts PO invoices will be PPI, General PO Invoices will be PGI and Equipment PO Invoices will be PEI.
- Enter the amount of the invoice in the Control Amount.
- When you have entered all of your detail lines, click the Select box next to your first line item. Once you have selected your line item, click the Actions button in the menu bar and select the Enter Transactions from the drop down list.
- A pop up window will be displayed for the Invoice details to be entered. Click the Zoom icon in the Order field to search for the Purchase Order number or you can enter the PO number in the field.
- When you tab past the Order field, it will bring in the defaults from that Purchase Order. Enter the Supplier’s Invoice No.
- Click the Actions button in the menu bar and select Match Receipt to view the receiver for the purchase order
- A detail window will be displayed, if all line items match the invoice, click the Actions button and select Match All from the drop down list.
- If you need to only release certain lines, click the check box next to the lines needed and then click the Actions button and select Match Selected Receipts(s) from the drop down list.
- Once you have selected a match option, the Matched Amount in the header will be updated to match your selection.
- Click the Save & Exit icon to return to the Purchase invoice screen.
- If everything is correct with the invoice, it will need to be approved before it can be paid and finalized. Click the Actions button and select Approve Invoice from the drop down list.
- Click the Save and Exit icon to return to the Transactions session to continue working through your batch lines.
- When all of your detail lines have been entered, matched and approved, you can finalize your batch. Click the Actions button and select Finalization from the drop down list.
- This will bring up a pop up window for you to be able to print your transaction reports. Select the device you want to print to. Click Continue after your selection.
