Creating Recurring A/P Entries

Use Recurring A/P Entry to create or modify a template for payments you make on a regular basis. For each recurring payment, you create a separate template.

For example, if you wanted to pay the rent on your property on the 15th of every month, use the Recurring A/P Entry screen to create a template that establishes the payment amount, who the payment goes to, when the payment is made, as well as other standard information on that particular payment.

When you have finished creating the recurring A/P entry templates that you need, use the procedure for Running Recurring A/P Entries to start the process of having that payment occur on a regular basis.

Note: Users must be authorized for branches for which they want to create and edit recurring A/P entries. For more information, see Assigning Branches to Users.

To create or modify a recurring A/P entry:

From the A/P > Recurring A/P Entry menu, select Recurring A/P Entry to display the Recurring A/P Entry screen.
In the ID field, do one of the following to either create or modify a recurring entry:

To create a recurring entry, enter New, then press Enter. The system assigns your template an ID number.
To modify a recurring entry, press F10 and select from a list of recurring entry templates.

Note: If you select an expired entry, the word "Expired" displays in the upper right corner of the screen.

In the Desc field, enter a descriptive name for the recurring entry, up to 40 characters.
The system populates the fields on the screen, based on data you enter on the A/P Entry screen:

Field	Description
Vendor	The vendor to whom the payment is sent.
Inv #	The vendor's invoice number to which this payment is applied.
Br	The branch paying the invoice.
Total	The total amount due for the invoice.

In the Start Date field, enter the date on which you want the first recurring entry to post.
In the End Date field, enter a date if you want the system to stop posting the recurring entry by that date.
In the Expire Qty field, enter a number if you want the system to stopping posting the recurring entry after that many times.

Note: If you populate both the End Date and Expire Qty fields, the system uses the field option that expires first.

In the Next Date field, enter the date of the first posting. Keep in mind the following:

After the posting date occurs, the system uses this date to calculate the next posting date.
You can enter a date in the past, and the system posts pre-dated A/P entries. However, if a posting date is in a closed period for a payables account, the system posts the A/P entry on the first available date that is in an open accounting period along with a note explaining the source of the transaction. Also, if you change this date to a date in the past on an existing recurring journal entry, you may get duplicate A/P entries.

In the Posted Qty field, the system populates this field with the number of postings made to date as a result of this recurring template.
Place an asterisk next to any of the following fields to determine how often you want the system to repeat the recurring entry:

Time Frame	Description
( ) Daily	Indicates the recurring entry repeats daily. Note: If you select this field, you cannot enter an asterisk in any of the day of the week fields.
( ) Weekly	Indicates the recurring entry repeats weekly interval, for example, on every Wednesday. If you select this field, the system places an asterisk next to the day of the week field, ( ) Monday through ( ) Sunday, that corresponds to the Start Date. You can do either of the following: Place an asterisk next to additional days of the week to include them in the repeating schedule, such as every Monday, Wednesday, and Friday. Move the asterisk to a different day of the week to...
( ) Monthly	Indicates the recurring entry repeats monthly, by day or by date. To select which option, by day or by date, press F10 and select Monthly by Day or Monthly by Date.
( ) Yearly	Indicates the recurring entry repeats yearly.
( ) Interval	Indicates the recurring entry repeats for the frequency you enter of the daily, weekly, monthly, or yearly repeat. The default entry is 1. To indicate an interval, in this field, enter the number you want the interval to run. For example, an interval of 3 for a daily entry causes the entry to repeat every third day. An interval of 2 for a weekly entry on Wednesdays causes the event to repeat every second Wednesday.

Note: Each day of the week has a highlighted letter that can be used as a hot key to select that day.

After you select the repeating options, the system displays a description of how this entry repeats in the area at the bottom of the screen.

Use the A/P Entry hot key to display the A/P Entry screen.
Enter the A/P entry accounts and amounts to post every period according to the template.
Press Esc to return to the Recurring A/P Entry screen.
Use the following hot keys as necessary:

Hot Key	Description
History	Displays a list of the IDs and invoice dates of each A/P entry that has occurred as a result of the displayed A/P entry. The ID numbers assigned to recurring A/P entries are prefixed with the letters YA. This prefix distinguishes them from regular A/P entries, which are prefixed with the letter Y. Cancelled entries have a .XXX suffix. To view the details of a particular entry on the A/P Entry screen, position the cursor on an ID number and press Enter.
Delete	Deletes the displayed recurring A/P entry.
Clear	Clears all the asterisks (*) from the fields.
Log	Displays the Maintenance Log Viewing screen, where you can view a record of every change made to the displayed recurring journal entry.

Press Esc to save the recurring A/P Entry template.