Creating Recurring A/P Entries

Use the 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 to be 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 window.

In the RecurringID field, do one of the following to either create a new recurring entry, or modify an existing one:
To create a recurring entry, enter New, then select New, then press Enter. The system assigns your template an ID number.
To modify a recurring entry, select a recurring entry templates. If you select an existing entry and it is expired, the word "Expired" displays in the status bar at the bottom of the window.

In the Desc field, enter a descriptive name for the recurring entry, up to 40 characters. This descriptive name displays in the Desc column of the Recurring Entry Report.
The system populates the following fields, based on data entered in the Recurring ID field:

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

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

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.

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 that have been made to date as a result of this recurring template.
In the third row of the Recurring A/P Entry screen, use the appropriate hot key to place an asterisk in the time field for which you want the system to repeat the event:

Repeating Option	Result
Daily	Indicates the entry will repeat on a daily interval.
Weekly	Indicates the entry will repeat on a weekly interval, such as every Wednesday. After selecting the weekly option, you can place an asterisk next to additional days of the week in order to include them in the repeating schedule, such as every Monday, Wednesday, and Friday.
Monthly	Indicates the entry will repeat on a monthly interval, by day or by date. To select which option (by day or by date), press F10 and select Monthly by Day or MonthlybyDate.
Yearly	Indicates the entry will repeat yearly on the determined date.
Interval	Indicates the entry will repeat 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 3rd day. An interval of 2 for a weekly entry on Wednesdays causes the event to repeat every 2nd Wednesday.

After you select the Daily, Weekly, Monthly, or Yearly field, the system places an asterisk in the Monday - Sundayfield that corresponds to theStart Date.
Once you have selected the repeating options, the system displays a description of how this entry will repeat in the space on the screen above the bottom hot keys.

Use the A/P Entry hot key to display the A/P Entry screen.
On the A/P Entry screen, enter the A/P entry accounts and amounts to post very period according to the template.
Press Esc to return to the Recurring A/P Entry screen.
Press Esc to save the recurring A/P Entry template.

More Options When Creating Recurring A/P Entries

The A/P Entry screen also provides the following options:

To...	Use this hot key...
display a list of the ID and invoice date of each A/P entry that has occurred as a result of the currently displayed A/P entry	History The ID numbers assigned to recurring A/P entries are prefixed with the letters YA. This 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, select the ID number and press Enter.
delete the currently displayed recurring A/P entry	Delete
clear all the asterisks (*) from the repeating options fields	Clear
display a record of every change made to the currently selected recurring A/P entry	Log