To Create a New Batch: 

• Click on the New button in the Task Bar. 
  • This opens the Manage Credit Memo Batch window

Batch Date: Choose the date you want to use as the credit memo date for the batch. 

• The Batch Date will default to yesterday's date, but you can change it to whichever date you want. 

Batch Status: will be a grayed-out

• This is informational and cannot be changed. 
• It lets you know whether the batch you are currently working on is editable, verified, or already exported.At the Find Vendor Invoice Export Batch screen

Click on the Enter vendor invoices button.

• This opens the Vendor Invoice Properties window.
• Within this window, you will select the invoice you want to validate.
• In the Vendor Invoice section:
  • Vendor to pay: select the vendor you received the invoice from.
  • Vendor invoice number: key in the invoice number that you assigned when you received the products on this invoice.
    • If you did not key in an invoice number in Receiving, you can still proceed, but this process works smoother if you had entered an invoice number.
  • Invoice Date: defaults to the date you selected in the Batch Date field back on the Vendor Invoice Batch Properties screen.
    • You can change it as needed.
  • Invoice Amount $: key in the amount the vendor is charging you for the products on this invoice.
    • This amount is the dollar amount found on the vendor's invoice slip.
  • Payment Due: will default to the current date, but you can change it if necessary.
  • Store: will default to the store you are in. If you need to change it for some reason, however, you can.
• Accounts Payable G/L Code: is grayed out.
  • It is informational.
  • This is the G/L Code you assigned to Accounts Payable under the Accounting Integration tab in Tools > Options.
  • If you did not fill that field in in Tools > Options, you will not be able to validate (and then export) the batch here.
• Vendor ID in Accounting System, Status, and Invoice ID: are system-generated and not alterable.
• Beneath this section there are three buttons:
• Find PO Receipts for this invoice:
  • Click on the Find PO Receipts for this invoice button.
  • The Find Receiving Detail screen will appear.
  • If you had keyed in an invoice number when you received the products in question and then keyed that same invoice number into the appropriate field here in Vendor Invoice Properties, the system will automatically find all of the products on that invoice and display them in the grid at the bottom of the Find Receiving Detail window.
  • If you did not key in an invoice, you will need to run a manual search to find the products for the invoice.

Either way, once the records are displayed in the window

• Select them by highlighting them (using standard Windows techniques) and then clicking on the Select button.
• You are taken back to the Vendor Invoice Properties window
• The products you selected are now individually listed at the bottom of the screen.

Notice the fields in the Summary of offsets portion of the screen, at the top right, have now been filled in.

• Approved items $: fills in with the total cost for the invoice, as recorded by the values entered in iMerchant Receiving.
• Memo items $: for the time being, still blank.
  • This field reflects any additional charges the vendor has charged you
  • e.g. shipping fee.
• Total offset items $: adds up the Approved items $ and Memo items $ fields and lists the total.
• Variance to Invoice $: looks at the value in the Total offset items $ field and compares it to the figure you keyed in in the Invoice Amount $ field.
  • Any variance is listed here.
  • It is likely that there will be a variance, assuming the vendor charged you for shipping, etc

• Add memo items: To account for additional vendor charges
  • Click on the Add memo items button.
  • This calls up the Enter Vendor Invoice Memo Item window.
  • This is where you account for the additional charges by filling in the fields for the memo item.
  • General Ledger Code: Select a G/L Code for the memo item in the field.
  • Store: defaults to the store you are in, but it can be changed.
  • Item Description: manually key in the memo item's description
    • e.g. "shipping charges"
  • $ Amount of Adjustment: key in the dollar amount the vendor has charged you for this memo item.
  • When you are through
  • Click on Save
  • You will be returned to the Vendor Invoice Properties screen, and you will see that Memo items $ has now filled in with the dollar amount you assigned to the memo item.
  • Repeat this process for each memo item.

Once you have finished with the memo items, hopefully the Variance to Invoice $ is now zero.

If it's not, you may need to select some of the products at the bottom of the Vendor Invoice Properties screen and alter some of the receiving costs.

At this point, you are ready to approve the invoice.

• Approve vendor invoice:
  • Click on the Approve vendor invoice button.
  • A dialogue box appears asking if you are ready to approve the invoice.
  • If you select No, you are returned to the Vendor Invoice Properties window.
  • If you are ready (variance = 0) click on Yes
  • If any errors occur, the system will tell you what they are, and you will need to correct them before approval can occur.
  • Assuming the approval went through, the system will display a quick message announcing this.
  • You are still at the Vendor Invoice Properties screen, but notice the Approve vendor invoice button has been renamed Revoke invoice approval
    • If you click on it, the approval will be revoked and then need to be approved again.
  • Once you have approved the invoice, close out of the Vendor Invoice Properties screen.
  • You are returned to the Vendor Invoice Export Batch Properties screen.

If you need to return to the Vendor Invoice Properties screen

Click on the Enter vendor invoices button.

Click on Validate batch

• The system will generate a message letting you know that the batch is validated and ready for export.
• Notice the Validate batch button is now renamed Remove validation.
• If for whatever reason, you wish to remove validation, you can click on this button. (You can then validate it later.)
• Notice that the Created by field has been filled in with the user's name who just validated this batch.
• The field to the right lists the date and time the batch was validated.

Prior to exporting the batch, be sure which file format you plan to use.

Export File format: Click on the down arrow and choose either: .csv or Quick Books.

Once that has been done,

• Click on the Create Export file button.
• The standard Windows Save dialogue box appears
• Once you saved the file, a message displays letting you know the file has been exported successfully.
• Notice, the Last exported by field has been automatically filled in, along with the date and time and Version to the right of it.
• You are done.
• You have created a Vendor Invoice Approvals G/L batch and exported it.

If you need to select an existing Vendor Invoice Approvals G/L batch

• perhaps you need to review the information again or run the export again.

Back at the Find Vendor Invoice Export Batch window, use standard Find techniques to select the G/L batch you wish to access.

When the batch appears in the grid at the bottom of the Find screen double-click on it.

This will take you to the Accounting Export Batch window.