Accounts Payable - Activate Recurring Invoices

Overview

Pgm: RECVCRE – Create Recurring Vouchers; standard Treeview path: Accounts Payable > Voucher > Process Recurring Entries

This screen is used to create standard vouchers using the selected recurring payables. The generated vouchers are put into the entered batch.

Once the required recurring payables have been selected, the system can automatically assign the invoice numbers and dates to the generated vouchers, or it allows for the manual entry of this information, if needed on a line-by-line basis. The lines that are not entered manually are automatically populated at the time of processing. If the Automatic Invoice Numbering functionality is used, the system will generate the invoice number according to the Recurring Voucher Prefix and Next Recurring Voucher Sequence # fields on the Voucher tab of the AP Control File.

Once the vouchers are generated, they can be used like any other voucher in AP.

NOTE: Some vouchers may not be generated if they are related to jobs that currently do not accept transactions. Also, if you need to update or delete any voucher, this can be done later on the Voucher Entry screen in the ‘Edit Transactions’ step in the process train.

Selection Criteria

This section is used to enter the selection criteria for the recurring payables to be listed in the Selection section, and to select or create a batch to put the generated vouchers in. In order to create vouchers from recurring payables, it is necessary to have a batch of vouchers to contain the generated vouchers.

Select the relevant company code and select a batch or create a new one. To create a new batch, clear the Batch field, tab or click away from it to enable the [Create Batch] button, then click [Create Batch].

Select the relevant recurring payable group via the Group Code field, and if necessary, the relevant selection code.

The Selection Date field can be used to limit the recurring payables to only those where the selection date falls between the start date and end date of the recurring payable.

If entered, the default voucher date will be applied to all of the generated vouchers, which may be overridden on a line-by-line basis.

When the Retrieve the Currency Exchange Rate as per the Transaction Posting Date box is checked on the Global tab of the System Options screen, a Posting Date field is added to the Selection Criteria section. This allows the user to set the post date in the Activate Recurring Invoices screen. After entering the necessary details and saving, the Posting Date field is disabled for the Activate Recurring Invoices, Edit Transactions, and Post Invoices screens. On the Edit Transactions screen, the Voucher Details will show that the currency exchange rate being used is according to the posting date instead of the reference date.

Selection

This section is used to select the recurring payables to use to generate the required vouchers. Individual vouchers can be selected using the 'Select' checkbox on a voucher's row, or mass selection of all vouchers can be performed using the 'Select’ checkbox in the column header. This section of the screen is also used to enter data for Voucher fields with non-recurring values.

Enter the invoice date for the voucher if the default voucher date in the selection criteria section is not used. Leave this field blank to use the default voucher date for the invoice date.

Manually enter the invoice numbers for the voucher if the Automatic Invoice Numbering functionality is not being used. Otherwise the system will generate the invoice number according to the Recurring Voucher Prefix and Next Recurring Voucher Sequence # fields on the Voucher tab of the AP Control File.

When all required data has been entered/modified, use the [Create] button to create the vouchers. At this time, the system will automatically assign the invoice date and number for the fields that have been left blank.

NOTE: The [Assign Number] and [Undo] buttons have been removed from this screen. The [Create] button will assign a new system generated invoice number in case the user does not enter one. If necessary, invoices can be deleted on the next step in the process train (Edit Transactions).

[Create] – Button

Click to generate the vouchers using the selected recurring payables. This process will create a voucher for each selected recurring payable using a combination of the recurring payable information plus the invoice date and number entered on this screen. Once generated, the vouchers are available in the Enter Vouchers screen, and they can be updated, deleted and posted just like all other standard vouchers in AP.