Batch Details Screen

Use this screen to see detailed information about a batch and the invoices in it. Delegates can also approve and decline batches on this page.

This screen consists of a tool strip, a Batch Details section and a Voucher Details section,

Tool Strip

Button Action
Search Click this button to perform a new search after entering Search Criteria.
Clear Clears any selected Search Criteria so you can begin a new search.
Submit for Approval Click this button to submit the batch for approval.
Approve, Decline Assigned delegates will see Approve and Decline instead of Submit for Approval. Click the appropriate button to approve or decline the batch.
First, Prev, Next, Last Use the navigation buttons to view a series of batches from any list of search results without returning to the Search Batches screen.

Batch Details

Field Description
PC Displays the profit center that generated the batch.
Batch Number Displays the batch number.
Batch Status

Displays the batch status. Statuses include

  • In Progress - Open batches that have not been submitted or approved. Vouchers can be added to In Progress batches.

  • Pending Approval - Batches that have been submitted for approval.

    Note: If you are a Manager or Delegate preparing the batch, since you are also the batch approver, you will not need to submit the batch for approval and therefore the batch will not have this status.

  • Approved - Pending Submission - This temporary status may occur if the batch has been approved but there is system lag in the electronic transmission. If a batch stays in this status for more than a couple hours, please reach out to the HelpDesk or Accounting service center for assistance.

  • Approved & Transmitted - Batches that have been approved and transmitted to the Accounting service center to process Vendor payment.

  • Declined - Batches that have been declined by the PC manager or delegate. When a batch is declined, the user who submitted it will be notified via email.
Batch Date Displays the date the batch was generated.
Batch Amount Displays the total amount of the vouchers in the batch.
Batch Year Assignment

Select Current Year or Previous Year from the dropdown. Selecting Previous Year allows the batch to handle prior year expense vouchers only. This option will only appear for a limited time during the year when previous year batches can be approved.

When this field is displayed, it is required. After making a selection from the dropdown, you must click Save before submitting the batch for approval.
Last Updated By Displays the name of the user who last performed an action on the batch.
Last Updated Date Displays the date the last action was performed on the batch.
View History Click the link to view the batch history.

Voucher Details Grid

Column Description
Voucher # Displays the voucher number generated by the system when the invoice was converted to a voucher.
Vendor Displays the vendor who billed the invoice.
Invoice Date Displays the date of the invoice.
Voucher Amount Displays the total amount of the voucher. Vouchers can contain one or more invoices.
Cost Allocation Location Displays the PC the cost is allocated to.
GL Account Displays the general ledger account the cost is allocated to.
View Invoice Click the blue hyperlink to view the scanned or emailed invoice.
Remove Voucher

Select a voucher and click Remove Voucher to remove it from the batch.

Note: Only batches in In Progress or Declined can be removed from a batch. Once removed from the batch, the voucher will return to Ready status.

Internal Notes

This field allows you to enter notes about the batch.

Approve or Decline the Batch

Managers and manager delegates will see Approve and Decline buttons on the right-hand side of the toolbar.

Decline Batch

Click Decline to decline a batch. Enter notes about the reason for declining the batch and click OK.

Approve Batch

Click Approve to approve a batch. A "batch approved successfully" system confirmation will appear.