How to Add a Recurring Accounts Payable

Go To User Guide - Accounts Payable

Accounting>File>Accounts Payable>Recurring A/P

This feature allows entering individual bills once that are paid every month (i.e. rent). These are for non-inventory recurring A/P invoices.

How To:

1. Click the Insert, , button.
2. Enter the Supplier and ID Number.
   
3. Enter the day of the month that the payable is to be posted on.
4. Enter how much of the invoice is discountable or non-discountable. The invoice total will be calculated based on these.
   
5. Now you can distribute the payable. Click the Insert button or click F7 to copy the distribution info from the last time a payable was entered for this supplier.
   
6. In the Add Detail dialog select the Store Code or click F8 to select from the store code listing.
7. Select the G/L account code by clicking on the F8 key to select from the chart of accounts.
8. Enter a sub-account code, if desired.
9. Enter the amount to be posted to this distribution.
10. Click the OK button to save the distribution.
    
11. Continue inserting distributions until the total of the distributions equals the invoice total.  If they do not balance, the payable cannot be saved.
12. Click OK to save the invoice.

Add/Edit Payable Field Explanations

Field	Explanation
Supplier	Manually entered supplier name or one imported from the supplier list. Click on F8 to copy the name from the established supplier file. The first few letters of the supplier name may first be entered to skip through the list alphabetically.
ID Number	Any six-digit alphanumeric identification you wish to give this recurring payable. At the time of exporting the record to the regular Accounts Payable file, that number will be combined with the invoice date specified (system will default to current date) and be exported as the invoice number. For example, if a recurring payable was exported to A/P on 07/22/08 with an ID number of "Truck4," the A/P record would have an invoice number of "Truck4072208.".
Day Due	Enter the day of the month this payable is due. When you perform the monthly export routine, this date will be entered on the open A/P, using the month of when you export. For example, if a recurring payable is always due on the 15th of the month and you export the record on August 30, the due date on the new open payable will be September 15.
Discountable	Enter the amount on the invoice that is eligible for a discount.
Non Discountable	Enter the amount on the invoice that is not discountable. Usually, freight, cut charges, etc.
Invoice Total	The total is automatically calculated by the system.
Discount Rate	Enter the discount rate percentage for this invoice.
Status	The status supplied by the system is Recurring
Max Recurrence	The total number of times that record should recur for payment. If the maximum recurrence is zero, the payable will not export.
Times Posted/Remaining	The system will then tally the number of times the record has been exported and posted to A/P and the number of remaining payments. This calculation will be made at the time of exporting the record to the Accounts Payable file.
Proj. Disc. Amount	The dollar amount in this field will be the system calculation of the discount rate multiplied by the discountable amount. However, this dollar amount may be changed. Because of the rounding inconsistencies of only two decimal places, this number may be adjusted by the system up or down a few cents, even after manually changing it.
Proj. Check Amount	System calculated. This is the projected amount of payment for this invoice if the invoice is paid within terms of the discount.

A/P Detail Section

Action	Details
Insert	Add a distribution.
Change	Change the selected distribution.
Delete	Delete the selected distribution.
F7 Copy	Copies the distribution from the last time you entered a payable for this supplier.
Notes	You may enter internal notes on the recurring payable record that will transfer to the open A/P each time it is exported.
Remit	You may enter remittance notes on the recurring payable record that will transfer to the open A/P each time it is exported.