Revised: 11/06/2012
Go to Recurring>>Recurring AP Entry
Use this program to set up templates for repetitive accounts payable vouchers of fixed or variable invoice amounts.
Payroll deductions may be tied into a recurring entry template and information pulled over from payroll or processed during Payroll Processing using the AP Wizard to pay payroll deductions.
See Also:
How to Enter Recurring Accounts Payable
For a new template, enter a unique number of up to 10 digits in length. This number will remain constant for all transactions using this template and may not be changed.
For an existing template, enter or select a recurring number to review or edit.
For an existing template, the transaction type previously entered will be displayed.
For a new template, select one of the following transaction types:
Non Accounts Payable
Regular A/P
For an existing AP template, the group previously selected will be shown.
For a new AP template, select a group category from the drop down menu.
Groups are used to select specific templates for posting and interfacing.
The category AP Groups is maintained by the user in the Global Table program found under Settings>>Global Table Maintenance. The type name for AP Groups is APRECUR-01. Enter this name and press F9 (find key). Or use the arrow keys on the main menu bar to search for this type.
The new code or codes entered in the Code Master File grid should be a maximum of 6 characters. A longer code will cause errors in the recurring entry.
Select one of the following types from the drop down menu:
Fixed - The invoice/voucher will always have the same dollar amount. For example a loan with a payment book would be a fixed type.
Variable - The amount for the invoice could vary each time it is paid. For example if a deduction is pulled from payroll, it could have varying amounts depending on payroll deductions for that pay.
For an existing template the vendor number will be filled in. The vendor may be changed on the template, by selecting a different vendor number or vendor name.
For a new template, enter or select the vendor you are creating the invoice/voucher template for. The vendor may also be selected using the vendor name.
When a vendor number is selected the vendor name associated with it will fill in.
For an existing template the vendor name will be filled in. The vendor may be changed on the template, by selecting a different vendor name or vendor number.
For a new template enter or select the vendor name you are creating the invoice/voucher template for. The vendor may also be selected by vendor number.
This information is maintained in the Vendor Master and will be displayed, but not available for editing, when a vendor is selected for the template.
The default terms for the selected vendor should show in this field if they were setup in the vendor master. If the terms shown in this field need to be changed, you may do so here. The change will apply to this voucher only.
If the terms need changed permanently they should be changed in the vendor master. Terms are setup and maintained in the Terms Code Master.
The pay group should default first to the information that is setup in the vendor master for the selected vendor. If there is no default pay group in the vendor master, the system will default to the pay group set as the default in the Accounts Payable Settings file. The default pay group may be changed for this voucher template.
Enter or select the date this invoice will be paid next.
There are two fields to every, in one you will enter the number of days, months or weeks that should elapse before this invoice will be due for payment again. In the second field you will define whether the first number refers to days, months or weeks to allow the system to update the next date after an invoice has been paid.
For reference information you may enter the invoice number that has been assigned by the vendor or create an invoice number. This is not a required field and may be left blank.
Enter the amount for the invoice.
If the transaction is a fixed invoice the amount will remain the same each time the invoice is used. The amount can be changed.
If the recurring transaction is a variable type the amount may be left blank or zero because the amount changes with each use as information is pulled.
View or edit a previously entered description or enter a description of your choosing for the invoice. This description will be shown in the general ledger for any transaction referencing the invoice.
This is not a required field may be left blank.
Discount information is tied to the Terms code entered. If the terms selected under processing parameters does not support discounts, these fields will be dimmed and unavailable for use.
If a portion of the invoice amount should not be discounted, enter the amount here. This is not a required field and may be left blank.
Based on the terms selected, the amount of discount may be displayed. The default amount may be removed or adjusted. This field may be left blank.
The amount entered here will be deducted from the Invoice Amount if the invoice is paid before the Disc Date.
Place a check mark in the box to indicate that this invoice/voucher should be paid on a separate check and not included with any other invoice/voucher for the same vendor that is processed at the same time.
Leave this field unchecked to show that this invoice/voucher may be included and paid with other invoices/vouchers for the same vendor.
For a Trans Type of Regular A/P this field will be dimmed and unavailable for use.
With a Trans Type of Non Accounts Payable this field will be open and the next available check number will be inserted.
Enter a line or multiple lines of information to show how the invoice amount is to be distributed to the general ledger.
Displays the total amount of the invoice. If the amount shown is incorrect, it must be changed on the Main tab page under invoice amount.
As a line or lines of general ledger information and amounts are entered the total(s) of the line or lines will be shown in this field.
Displays the remainder of the invoice amount to be distributed. When the total invoice amount has been applied, the remaining amount should be zero. The invoice is not in balance and will not post unless it is zero.
The line number will automatically begin with the number 1 and will auto increment for each line entered thereafter.
Line numbers that are displayed in the window at the bottom of the view may be pulled back into the distribution entry area, by double clicking on a line or by entering one of the displayed line numbers.
The account number will default to the general ledger number tied to the vendor in the Vendor Master. If there is no default general ledger information or if the general ledger account number is incorrect, enter or select the general ledger account number to expense this line of information to.
After a general ledger account number is selected, its description will be displayed in this field.
This field is for the user to memo any information regarding the distribution. The reference memo will be shown in the general ledger for the distribution information.
The dollar amount will default to the amount remaining and may be adjusted if additional lines will be entered.
If your check format supports this feature, placing a check mark in this field will allow the line to be printed on the check stub. If your check format does not support this feature, entering a check mark or removing a check mark will do nothing.
Enter or tab until the line you are entering has dropped down into the grid where it may be saved. Lines that have not dropped down into the window will not be saved.
Save when you are done entering/editing lines, by clicking Save or Apply.