Introduction

Batch Invoices are used where it is not necessary to record detailed product entries. This type of entry is ideal for recording charges and administration costs not associated with product management. 

Each line entered represents a separate invoice, which, unlike product invoices, is directly posted to the Customer account and to the General Ledger. You can re-use the same external reference on multiple batch invoice lines (e.g., representing different Tax rates or to be posted to different revenue accounts in the General Ledger).

See:

Sales Batch Invoices Credit Notes (3.4) - AIQ Academy

 Creating Sales Item Invoices‍ 
Using Sales Orders‍ ‍
 Managing Customer Master Records‍ 
 Using Codes Maintenance‍ ‍

Complete a Batch Invoice

Go to Sales > Batch Invoices > New Batch Invoice.

• Account: Select from the dropdown. This will auto-fill the customer’s defaults; General Ledger Code, Department Code, and Tax Code. If your customer does not already exist in the system, click + Add new Account and any defaults you add will be updated in the line. 
• GL Acc: This comes from the Customer Master Record, under the Account Settings tab, but you can override it here.
• BI Code: If you are using Extended Business Analysis, this comes from the Customer Master Record. Alternatively, enter a BI Code here. 
• Date: This is the date of the transaction. It defaults to today’s date, but you can override it using the dropdown.
• Ref: This identifies the transaction.
• Description: Enter a description of the goods supplied.
• Net Amt, VAT: The Net Amt is the amount before any VAT deductions. VAT comes from the Customer Master Record and represents the VAT percentage.
• VAT (Tax) Amt: The VAT (Tax) amount is calculated from the VAT and the Net Amt. To override it, double-click in the field and enter a new amount in the dialog box. A warning will appear if this amount is more than 0.10 above the originally calculated value. This is only a warning and will not prevent posting. 
• Line Total: This is the sum of the Net Amt plus the VAT (Tax) Amt. It appears in both customer currency and base currency.

The following will update as relevant:

• Exchange Rate: If the first Customer in the Batch is a Foreign Currency Customer, then the Exchange Rate field will show the Exchange Rate from the Currency table, but you can override this if necessary. The totals will also show both base and foreign currency values, using the exchange rate. You can only use one currency per Batch.
• Sub Total: This is the net total of all the lines. It appears in both the Customer Currency and the Base Currency.
• VAT (Tax) Total: This is the total VAT(tax) for all lines. It appears in both the customer currency and the Base Currency.
• Total: This is the VAT (Tax) plus Net amounts of all the lines. It appears in both the customer currency and the Base Currency. A running Batch Total at the bottom of the screen functions as an offline Batch Control Total.

• Clear Batch: If you have saved lines, when you open the screen, you can use Clear Batch to remove all the lines and start from a fresh screen. This will remove all the entries and you will not be able to retrieve them.
• Post Batch: When finished, click Post Batch, and choose whether you would like to just post the batch or to post and print it. The Batch will then be cleared from the system. Unlike Item (Product) Sales Invoices, Batch Invoices are posted directly. Each line entry will update its respective Customer Account and General Ledger/Departmental Accounts. 

The Batch Invoice grid

Go to Sales > Batch Invoices to view the posted Invoices. Each batch line is auto-numbered upon posting.

Note the following columns:

• Reference:  This is the system-generated audit trail transaction reference and you cannot change it. This is also the Ref. in the Transaction Browser after posting.
• Int No:  This is the Internal Number of the transaction. In the case of Batch Invoices, this is a sequential number continuing from the last previous line of the Batch entry. 
• External Reference:  This is the Ref. quoted on the Batch Line entry, such as the Customer identity.
• Email: Click the email icon for the invoice you wish to email. In the Report Emailing screen, enter the details you want. Click Send Message. 
• Actions:  You can also choose from the following actions from the dropdown:
  • Mark as Disputed
  • Reverse
  • Create Sales Report
    
    

Edit Batch Invoices

1. Go to Sales > Batch Invoices and find the relevant Invoice in the grid.
   
   
    
2. Click on the Reference to view the line details.
3. For the relevant Invoice, click the pencil icon and make the available edits.
   
   
    
4. Click Process Edits.

See: 

Amend, Cancel or Delete Transactions‍