This module will allow you to set up recurring payables and quickly process those items every month. Only set up items in this module that are due on a recurring basis for the same amount. When you enter this module, the system will prompt an A/P Recurring Items screen as follows:
Any existing Recurring Items will automatically appear in the screen in order of Vendor ID, as in the example above. To select an item for recurring payment, click in the Select -1- column for that item. You can also click the Select All -2- button at the bottom right of the screen to select all items instantly. The Unselect All button will instantly unselect any selected items. Once items are selected, you will click the Post Items -3- button to continue the process. The explanation for this process appears below, following instructions for adding a new item.
To add a new recurring item, click the New Item button at the top left, or select that menu option from the top left of the screen. The system will first prompt a Vendor Selection box for you to select a Vendor ID. The system will then prompt an Add Recurring Item box as follows:
At the Type -1- field, use “I” for an Invoice or a “C” for a recurring Credit Memo. At the Number -2- field, create a 4-digit alphanumeric item number (Please Note: each time you Post a Recurring Item, the system will automatically add a date stamp to the end of this 4-digit number to create a unique item number as follows “15080401-two for the year, two for the month, two for the day, and two to number each item in a day. You can use letters or numbers, i.e., RENT, AUTO, etc.) At the Reference -3- field, type a brief reference for this Recurring Item. The Count -4- field will default to 999 for unlimited postings. If you know the total number of times you will post this item, override this field with that number. At the Amount -5- field, type in the amount of the Recurring Item—this is the amount you will post each time you Post this Recurring Item. In the Payment Terms -6- fields, setup any terms that would apply to this Recurring Item; leave blank if terms do not apply. The next step is to set up the G/L Distributions -7- box. To start, click in the Item column of the G/L Distributions box to prompt the following:
An Account Number will default in the G/L Account field if one has previously been entered in the Vendor Maintenance screen for this Vendor. If not, click the G/L Account button to perform a look-up for the applicable Account Number. At the Amount field, type in the amount of this distribution. Note: you can create multiple distributions in this screen provided the Debits and Credits equal at the end. At the D/C field, indicate a Debit with a “D” and a Credit with a “C.” Click the Add Change button to continue. Once you entry is in balance, click the Save button. The system will return you to the main A/P Recurring Items screen and the new item will appear alphabetically in the items list.
To post a Recurring Item, start by selecting an item or items in the main screen by clicking in the Select column next to that item or using the Select All button. Next, click the Post Items button or select the Post Items menu option at the top left of the main screen. An Are You Sure? box will appear as follows:
The Posting Period -1- field will default to the earliest open Period in the system G/L, not the Default Posting Period in Company Control. Hit enter to accept the current open Period, or use the down arrow to select another open Period. At the Posting Date -2- field, the system will prompt the current date; use the down arrow to select a different date.
When the data is correct, click the Post button to complete the process. Back in the main screen, if the Count column displays anything other than “999,” you will note the count value decrease by one for all items posted. The item(s) will also appear on all A/P Reports, including the Open Item Adjustment Register. You can also view items in the Vendor Status Inquiry module.
If you need to Delete a Posted Recurring Item, you will handle it just as you would when deleting an Open Item entered through A/P Open Item Maintenance. Be sure to look up the complete Item Number through the Vendor Status Inquiry module first.