AP Invoice Entry Quick Reference Guide

AP Payments and Reversals

Accounts payable is a "batch driven" process in PointClickCare. This means you create a batch first and then add your vendor invoices or credit memos to the batch. In PointClickCare, the A/P invoice entry is a five step process:

Create an invoice batch.
Add invoices/credit memos to the batch.
Review the batch details.
Edit, make any changes or corrections if needed.
Post your batch.

From Accounts Payable > A/P Batch Window - Invoice: (Batch Status: Open)

Create New Invoice Batch	Edit or Delete Invoice Batch
Click New. Edit Batch Description details. Enter Batch Total. Click Save, if you know the total or it can be entered before posting. Click Save.	Click the invoice batch description link. Edit Batch Description and/or Batch Total. Click Save. OR Click Delete next to the invoice batch.

Add New Invoices/Credit Memos	Correct Entry Type
Click edit next to invoice batch and click New. Select Entry Type of Invoice or Credit Memo. Type or select Vendor Code or Name. Enter Invoice Date, review Fiscal Period/Year for any changes. Enter Invoice Amount, review 1099 amount for any changes and enter description if needed. Review Payment Terms. Change if needed. Review default Account Distribution or enter GL account details and amounts. Click Save.	Click edit next to invoice batch. Click edit next to invoice/credit memo Select the correct Entry Type of Invoice or Credit Memo and click OK to accept changes. Review all details and edit if necessary. Note Credit memo amounts are entered as positive values. The entry fields are light yellow. Click Save. Click Close.
Tip You can enable "Remember" for the Vendor Code, Date and Invoice Description field to use the same details until the "Remember" toggle is disabled. The Remember icon is green when activated.

Add New Invoices/Credit Memos

Correct Entry Type

Click edit next to invoice batch and click New.
Select Entry Type of Invoice or Credit Memo.
Type or select Vendor Code or Name.
Enter Invoice Date, review Fiscal Period/Year for any changes.
Enter Invoice Amount, review 1099 amount for any changes and enter description if needed.
Review Payment Terms. Change if needed.
Review default Account Distribution or enter GL account details and amounts.
Click Save.

Click edit next to invoice batch.
Click edit next to invoice/credit memo
Select the correct Entry Type of Invoice or Credit Memo and click OK to accept changes.
Review all details and edit if necessary.

Note

Credit memo amounts are entered as positive values. The entry fields are light yellow.
Click Save.
Click Close.

Tip

You can enable "Remember" for the Vendor Code, Date and Invoice Description field to use the same details until the "Remember" toggle is disabled. The Remember icon is green when activated.

Edit and Delete Invoice/Credit Memo Entry
To edit an invoice/credit memo, click edit next to the invoice batch. Then, click edit next to the invoice/credit memo to make edits. Click Save. To delete an invoice/credit memo, click edit next to the invoice batch. Click del next to the invoice/credit memo. At the prompt, click OK.

Review Invoice Batch List Report and Printable View
Click print next an invoice batch to see the Invoice Batch List. Click Print. OR Click edit next to an invoice batch, select Vendor Name to view list by vendor. Click Printable View to view with the printing option. Tip Click the plus sign (+) by the entry number to see the distribution details. Click the plus sign (+) by Entry # to view the distribution details for all entries.

Post Invoice Batch	Create a Recurring Invoice Entry
Click Post next to an invoice batch. Enter Batch Total if it isn't entered yet. Click Post.	Click recurring next to batch. The New Recurring Batch window opens. Enter Batch Description, Frequency, Start Date. Click Save. The recurring batch is now available in Batch Type: Recurring Invoices.

From Accounts Payable > A/P Batch Window - Invoice: (Batch Status: Posted)

Copy an Invoice Batch	Reverse an Entire Invoice Batch
Click copy next to the batch to open the Copy Batch window. Edit Description, Effective Day, Month or Year if needed and click Save. The copied batch is created as an open batch and can be edited to update Invoice numbers and any other invoice fields.	Click reverse next to batch to open the Reverse AP Batch window. Select Retain original entry date or select Fiscal period and year to apply to all entries. Click Submit. Reversal batch is added to Batch Type: Reversals.

Tip

A quick way to select a vendor is to type the first few letters of the vendors name in the Vendor Name field and press the Tab key. The Vendor Name and Vendor Code fields automatically appears based on the letters entered.
If the vendor is 1099 eligible, then an amount equivalent to the invoice amount is allocated to the 1099 amount. You can edit the 1099 amount if needed.
If the default payment terms are incorrect, you can select different payment terms from the list.
You can also search the G/L Account numbers by description. After you specify the description, all the details which meet the search criteria as well as the corresponding G/L account numbers are listed.
If any of the values on the screen are not fully visible, hover your mouse over the value and you can see the tool tip of the full value.

If you try to post an invoice batch where the Batch Total does not match the Entered Total and the Allocated Total, a warning message appears.

For each posted A/P invoice batch, an associated G/L Batch is automatically created and posted.

If you enter an invoice/credit memo date that falls in a closed fiscal period and year, you are prompted to enter a fiscal period and year. Alternatively, you can change the invoice/credit memo date to an open fiscal period and year.

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