Select Batch of Invoices/Installments

Explanation

This activity is used to get a general idea of the invoices, payments on account, parked payments, or payments in advance that can be selected for payment or for matching with a bill of exchange or check. You can select one or more ledger items and transfer them to the respective window used for matching. When invoices have many installments, separate lines are displayed for each open installment. You can see the due date, total amount, and open amount separately for each installment. You also can see whether supplier invoices have been authorized for payment.

Open items that use the same currency as the transaction, check, or bill are displayed. Additionally:

• If the bill of exchange or check selected for matching is in one of the EMU currencies or in EUR, invoices in all EMU currencies are also shown.
• The Mixed Payment window displays all the invoices regardless of the currencies used.

Prerequisites

For selecting a batch of invoices to match with transactions in the Mixed Payment window:

• The payment information must be registered in the General tab of the Mixed Payment window, and a customer payment transaction or a supplier payment transaction must be registered in the Transactions tab.

For selecting a batch of invoices to match with transactions in the Cash Box window:

• Payment information must be included in the Header Details tab of the Cash Box window.
• A customer payment transaction or a supplier payment transaction must be entered in the Transactions tab of the Cash Box window.

For selecting a batch of invoices to match with a customer check, supplier check, customer bill of exchange, or supplier bill of exchange:

• A customer bill of exchange must be entered in the Customer Bills of Exchange window, a supplier bill of exchange must be entered in the Supplier Bills of Exchange window, a customer check must be registered in the Customer Check window, or a supplier check must be entered in the Supplier Check window.

For selecting a batch of invoices to match with manual payment:

• The payment information must be registered in the General tab of the Customer Payment or Supplier Payment window.

For selecting a batch of invoices for offset:

• The payment information must be registered in the General tab of the Customer Offset or Supplier Offset window.

For selecting a batch of invoices for netting:

• The payment information must be registered in the General tab of the Netting window.

The authorized installments can be selected.

If you want to select open items of another company than the current payment company, your user ID must be associated to the other company and connected to the relevant user data in IFS/Accounting Rules, User Related Data.

System Effects

As a result of this entry, invoices, installments, payments on account, parked payments, or payments in advance are selected and moved into the window used for matching.

Windows

Mixed Payment
Cash Box
Customer Bills of Exchange
Supplier Bills of Exchange
Customer Check
Supplier Check
Customer Payment
Supplier Payment
Customer Offset
Supplier Offset
Netting

Related Window Descriptions

Mixed Payment,
Cash Box,
Mixed Payment/Transactions,
Customer Bills of Exchange,
Customer Check
Supplier Bills of Exchange,
Customer Bills of Exchange,
Supplier Check,
Customer Check,
Customer Payment,
Customer Payment/Transactions,
Supplier Payment,
Supplier Payment/Transactions,
Customer Offset,
Customer Offset/Transactions,
Supplier Offset,
Supplier Offset/Transactions,
Netting,
Netting/Customer Invoices/Prepayments,
Netting/Supplier Invoices/Prepayments,
Matching (in the windows: Customer Bills of Exchange, Customer Check, Supplier Bills of Exchange, Supplier Check),
Matching, Select Batch (in the windows: Mixed Payment, Customer Bills of Exchange, Customer Check, Supplier Bills of Exchange, Supplier Check),
Select Batch (in the windows: Customer Payment, Supplier Payment),
Select Batch (in the windows: Customer Offset, Supplier Offset, Netting)

Procedure

To select a batch of invoices, installments, payments on account, parked payments, payments in advance to match with transactions in mixed payment:

1. Open the Mixed Payment window, and click the Transactions tab.
2. Select the transaction for which you want to match ledger items.
3. Click the Matching Transactions sub tab and then click Sel Batch. The Select Batch of Invoices dialog box opens.
4. If the Auto Populate check box is not selected, either click Query and enter your selection, or click Populate to display all the available records.
5. Select one or more open invoices, installments, payments on account, parked payments, or payments in advance for matching.
6. If you want the Select Batch of Invoices dialog box to be automatically populated the next time it is opened, select the Auto Populate check box.
7. If you want the items displayed in the Select Batch of Invoices dialog box to be automatically sorted by the company, series Id and the invoice/prepayment number respectively the next time it is populated, select the Auto Sort check box.
8. If you want the ledger items that are posted to other companies connected to the currently used user ID, displayed in the Select Batch of Invoices dialog box the next time it is populated, select the Multi Company check box.
9. Click OK to transfer the selected open items to the Matching Transactions window.

To select a batch of invoices, installments, payments on account, parked payments, payments in advance to match with transactions in cash box:

1. Open the Cash Box window, and select the Transactions tab.
2. Select the transactions for matching, choose the right mouse button option Match Payment to open the Matching window.
3. In the Matching window, click Sel Batch to open the Select Batch of Invoices dialog box.
4. If the Auto Populate check box is not selected, either click Query and enter your selection, or click Populate to display all the available records.
5. Select one or more open invoices, installments, payments on account, parked payments, or payments in advance for matching.
6. If you want the Select Batch of Invoices dialog box to be automatically populated the next time it is opened, select the Auto Populate check box.
7. If you want the items displayed in the Select Batch of Invoices dialog box to be automatically sorted by the company, series Id and the invoice/prepayment number respectively the next time it is populated, select the Auto Sort check box.
8. Click OK to transfer the selected open items to the Matching window.

To select a batch of invoices, installments, payments on account, parked payments, payments in advance to match with customer bill of exchange, customer check, supplier bill of exchange or supplier check:

1. Depending on what type of item you will be matching, open the Customer Bills of Exchange, Supplier Bills of Exchange, Customer Check, or Supplier Check window. 
2. Select the item(s) for matching, right-click and then click Matching\View Invoices. 
3. If the Auto Populate check box is not selected, either click Query and enter your selection, or click Populate to display all available records.
4. Select one or more open invoices, installments, payments on account, parked payments, or payments in advance for matching.
5. If you want the Select Batch of Invoices dialog box to be automatically populated the next time it is opened, select the Auto Populate check box.
6. If you want the items displayed in the Select Batch of Invoices dialog box to be automatically sorted by the company, series Id and the invoice/prepayment number respectively the next time it is populated, select the Auto Sort check box.
7. If you want the ledger items that are posted to other companies connected to the currently used user ID, displayed in the Select Batch of Invoices dialog box the next time it is populated, select the Multi Company check box.
8. Click OK to transfer the selected open item(s) to the Matching window.

To select batch of invoices, installments, payments on account, parked payments, payments in advance to match with manual payment:

1. In the Customer Payment window or Supplier Payment window, click the Transactions tab.
2. Right-click and then click Select Batch. The Select Batch of Invoices dialog box appears.
3. If the Auto Populate check box is not selected, either click Query and enter your selection, or click Populate to display all available records. Select one or more open invoices, installments, payments on account, parked payments, or payments in advance for matching.
4. If you want the Select Batch of Invoices dialog box to be automatically populated the next time it is opened, select the Auto Populate check box.
5. If you want the items displayed in the Select Batch of Invoices dialog box to be automatically sorted by the company, series Id and the invoice/prepayment number respectively the next time it is populated, select the Auto Sort check box.
6. If you want the ledger items that are posted to other companies connected to the currently used user ID, displayed in the Select Batch of Invoices dialog box the next time it is populated, select the Multi Company check box.
7. Click OK to transfer the selected open item(s) to the Transactions tab.

To select batch of invoices, installments, payments on account, parked payments, payments in advance for offset:

1. In the Customer Offset window or Supplier Offset window, click the Transactions tab.
2. Right-click and then click Select Batch. The Select Batch of Invoices dialog box appears.
3. If the Auto Populate check box is not selected, either click Query and enter your selection, or click Populate to display all available records. Select one or more open invoices, installments, payments on account, parked payments, or payments in advance for matching.
4. If you want the Select Batch of Invoices dialog box to be automatically populated the next time it is opened, select the Auto Populate check box.
5. If you want the items displayed in the Select Batch of Invoices dialog box to be automatically sorted by the company, series Id and the invoice/prepayment number respectively the next time it is populated, select the Auto Sort check box.
6. If you want the ledger items that are posted to other companies connected to the currently used user ID, displayed in the Select Batch of Invoices dialog box the next time it is populated, select the Multi Company check box.
7. Click OK to transfer the selected open item(s) to the Transactions tab.

To select batch of invoices, installments, payments on account, parked payments, payments in advance for netting:

1. In the Netting window, click the Supplier Invoices/Prepayments tab.
2. Right-click and then click Select Batch. The Select Batch of Invoices dialog box appears.
3. If the Auto Populate check box is not selected, either click Query and enter your selection, or click Populate to display all available records. Select one or more open invoices, installments, payments on account, parked payments, or payments in advance for matching.
4. If you want the Select Batch of Invoices dialog box to be automatically populated the next time it is opened, select the Auto Populate check box.
5. If you want the items displayed in the Select Batch of Invoices dialog box to be automatically sorted by the company, series Id and the invoice/prepayment number respectively the next time it is populated, select the Auto Sort check box.
6. If you want the ledger items that are posted to other companies connected to the currently used user ID, displayed in the Select Batch of Invoices dialog box the next time it is populated, select the Multi Company check box.
7. Click OK to transfer the selected open item(s) to the Supplier Invoices/Prepayments tab. 
8. In the Netting window, click the Customer Invoices/Prepayments tab. Repeat steps 2 through 4 to select a batch of customer invoices, installments, payments on account, parked payments, or payments, and transfer them into the Customer Invoices/Prepayments tab.