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Overview
Pgm: RECVENT – Setup Recurring Entries; standard Treeview path: Accounts Payable > Voucher > Process Recurring Entries
This screen is used to define recurring payables, which contain the details of recurring invoices and their GL distributions required to generate standard vouchers via the Activate Recurring Invoices screen.
This screen is very similar to the Enter Vouchers screen, except it only has fields with values that recur. Fields with values that do not recur, such as the Invoice Number and Due Date fields, are entered after the voucher is generated via the standard Enter Vouchers screen launched via the Edit Transactions Process step.
Recurring Payables are grouped using Recurring Payable Groups, and if required, they can also be grouped using selection codes. Recurring Payables that are typically processed together via a batch can be grouped together using a recurring payable group, and if a subgroup is required, a selection code can be used to group them.
As this screen contains a subset of the fields on the Enter Vouchers screen, the only fields discussed in this section are those that differ from the Enter Vouchers screen. For further details about this screen, please refer to the following
Voucher Detail – Tab
Group
Recurring payable groups are usually used to signify the frequency of the invoice, but it may also refer to the type of voucher. Also, recurring payables that are typically processed together via a batch can be grouped together using a recurring payable group, and if a subgroup is required, a selection code can be used to group them in a subgroup.
For details about maintaining recurring payable groups, please refer to the following
Code
Enter a recurring entry code identifying this recurring invoice as a unique record within the recurring payable group specified in the previous field. A code must be entered for each recurring voucher set-up and this code must be unique within the recurring payable group.
Selection Code
Enter a selection code that will further identifying this recurring payable within the group specified in the group field. Once a new selection code has been entered and committed, it can then be re-selected through the list of values on this field. The selection code is used when creating the voucher as part of the selection criteria.
Description
Enter a description for the recurring entry that you are defining. This description will print on the check unless a remittance description is entered. The AP Control File’s ‘Mandatory Voucher Description’ checkbox, on the Voucher tab, does not apply to recurring payables.
Cash Acc
Enter the cash department and the case account. The values for these fields default from the associated Vendor record, but may be overridden. When checks are produced for this vendor, this invoice is paid only if the bank account entered here is one selected for the automatic check run procedure. The ‘Use Bank Accounts by Job’ checkbox on the AP Control File does not apply to the setup of recurring entries.
Start/End Date
These two fields determine the life of the recurring payable. They are not required, but if not entered, this recurring invoice will always be selected for invoice creation if the group and selection code match.
[Recalculate] – Button
If the voucher has been distributed, but an amount change requires that it be re-calculated, use this button. A prompt will ask whether to delete the existing distribution. Click [Yes] to recalculate it.
[Distribution] – Button
Once the recurring payable information has been entered, the distribution will be required before the record can be saved. The Distribution pop-up, launched by clicking the [Distribution] button, is used to view a recurring payable’s defaulted distribution setup, and if necessary, to change it.
For details about this pop-up, please refer to the following: Accounts Payable - Enter Vouchers - [Distribution] - Button.
Removing a Recurring Payable
Once a recurring payable has been set-up, it can be removed by querying the record and using the [Delete] button.
Another way is to inactivate the payable by setting the end date of the recurring payable to a date in the past. This is most commonly used when the payable is only for a repeated portion of the year.
Defaults – Tab
The default values on this tab come from the corresponding vendor’s record, and they can be overridden if necessary. The defaults set-up on this tab are used to generate the recurring payable’s corresponding voucher.
Once the invoice amount has been entered, the system will automatically calculate and display the amount of retainage, taxes, discounts, and other charges on the invoice. To make changes to any of the amounts, use this tab to change any of the amount fields and tax codes as required. If a tax code is changed, then the system will re-calculate the amounts.
If the tax amount on the Voucher Detail tab is incorrectly calculated, change the tax amount directly through this tab. When this tab is exited, the change made will be reflected on the Voucher Detail tab. If the distribution has been entered prior to this change, press the [Recalculate] button on the Voucher Detail tab and then go into the Distribution pop-up to accept this change.
For details about this tab, please refer to Accounts Payable - Enter Vouchers - Defaults - Tab (Override Vendor’s Defaults).