Overview
The management system has the ability to post accounts payable bills in a recurring manner. You may setup a schedule for certain payables to post based on an existing payable already posted. The feature requires setting two separate steps. First, there are settings in the accounts payable and second, there are settings in the admin/maintenance area.
This feature has the following parameters; the recurring AP information must be set on an existing posted AP bill (preferably the most recent), the recurring posting can only be done on NON-purchase order related bills (general expenses), and the recurring AP posting must be for the same dollar amount each time. Think of the AP part of the process as a copy and paste.
Setup Steps
1. Locate the most recent accounts payable bill.
2. Click the Recurring Tab.
3. Enter a name for the memorized transaction (this is required).
4. Select the Automatic Transaction Entry option (this is required).
5. Select a cycle in the How Often drop down list (this is required).
6. Enter a date in the Next Date field (this is required) This is the date that the first automatic transaction should take place.
7. Enter the number of remaining postings (if there is a finite ending to the cycle) into the Number Remaining field.
If you want the system to post the AP a few days before the posting date, enter how many days in advanced you want the system to make the posting into the Days In Advance To Enter field. Otherwise, the system will post according to the “next date” date.
All of the information in the “Status” section will fill in based on the information you placed in the “Parameters” section.
Once the AP Recurring tab has been entered, move on to the setup steps in the Admin/Maintenance area.
Schedule the Event
Navigate to the Admin screen and click on the Maintenance category.
Click on the Schedule button.
Click on the New button at the top tool bar.
In the sub screen, select Recurring AP from the drop down list in the Command field.
Select how often you want this routine to run in the Frequency drop down list. If all of your memorized transactions are set to post on the first of every month, you can select monthly and have it run on the first each month. If you have multiple times in the month that memorized transactions are set to post, you might choose Daily as the frequency as to not miss timely bills.
In the Schedule Time fields, choose a time that is before or after normal business hours and one that does not conflict with your server’s back up routine.
The highlighted areas below are required.
Removing a Recurring Payable
Locate the recurring payable in AP
Open the Recurring Tab. Remove the recurring data in the tab including the name. To remove the “parameters” selection, hold down the Shift key and reselect the option. This will clear it.
This will remove the recurring payable. Set up a new one if necessary.