Using Recurring Invoices

Using Recurring Invoices Version

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What is a recurring invoice? Creating a recurring invoice Processing a recurring invoice Invoice numbers on recurring invoices	Invoices Using approval processing with recurring invoices Creating and matching purchase order invoices Setting up tax information for Accounts Payable Using distribution profiles Viewing changes in PO status fields Receiptless purchase orders Deleting an invoice Purchase orders Working with purchase orders Overview of manual POs Searching for a PO Viewing PO details Copy a PO Blanket POs Deleting a PO Line Manually completing a PO Deleting a PO
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What is a Recurring Invoice?

Recurring invoices are templates for invoice information used to create "real" invoices over and over again. When you set up a recurring invoice, you use it to generate a manual invoice. A manual invoice is not associated with a materials purchase order.

To process a recurring invoice means to select the recurring invoice and create a "real" manual invoice from it. Since recurring invoices are only templates for actual invoices, recurring invoices are not matched. Recurring invoices also do not get approved, paid, etc. When the recurring invoice creates a real invoice, the real invoice will appear in the Invoices list and the Invoice Created column indicates "recurring."

You can use the invoice approvals process with recurring invoices. For details, see Using approval processing with recurring invoices.

Security

The role object that controls access to invoicing functions is "Invoicing," minimally set to View.

To create a recurring invoice:

From the Accounts Payable main Contents, select Invoicing > Recurring Invoices.
A list of recurring invoices appears (or No Data if none exist).
Click New.
The Create Recurring Invoice edit panel appears (Figure 1) for the invoice header.

Figure 1 - Create/Edit Recurring Invoice: Invoice Tab

Complete fields on the header panel as needed.
(Click Help for field information.)

- The invoice in Figure 1 has a Tax Type of Sales taxable. A Tax Type is defined for each vendor AP location. Options are: Sales taxable, Use taxable, Non-taxable. The system populates the Tax Type field from the tax information in the vendor AP location record.

- A Tax Group contains a group of related taxes, tax expense and liability accounts for each tax in the group, and a distribution method. If the invoice is taxable, and you have enabled tax processing for AP, the system calculates the tax for each goods line using the Tax Group settings.

Enter the recurring frequency and selection information in the following fields. (Selection data lets you can find the recurring invoice when you want to process it.)

- Frequency - The frequency that the invoice recurs. Options are: Daily, Weekly, Bi-Weekly, Monthly, Bi-Monthly (every two months), Semi-Monthly (twice a month), Quarterly, and Miscellaneous.

Except for Monthly, you can process recurring invoices for any Frequency at any time.
You cannot select a Monthly recurring invoice to process when the invoice has already been created for the same period/year. However, you can process the Monthly invoice for a different period/year.

- Reference - A word or phrase that helps you identify the recurring invoice for search purposes; for example, "Lease payment, Hillside Bldg."

- Stop Period/Stop Year - The last accounting period/fiscal year when the recurring invoice will generate an invoice. If you need 12 invoices generated starting in 1/2016, the Stop Period/Stop Year is 12/2016.
The system processes recurring invoices up to and including Stop Period and Stop Year.

- Auto Approve - When checked, approval of the invoice created from the recurring invoice is automatic. The user who creates the invoice must have approval authority, however.
Click Save, then click Submit.
The Distribution Lines tab and the Invoice tab appear (Figure 2).

Distribution tab (Figure 2)

Create lines for goods:

On the Distribution tab, click the prompt next to GL Account to select an account for the line amount.
Enter the dollar amount for a line in the Amount field.
Select the Line Type. In Figure 2, Goods is selected.
Enter a Description of the line.
If relevant, select a 1099 Code.
If the distribution line has a Project Code and/or Fund Code, enter or change the values in those fields.
Click Save.
The line appears under Distribution Lines (Figure 2)

Figure 2 - Recurring Invoice Distribution Line Panel

Notice that the Charge Taxable box (Figure 2) has not been checked on the Distribution Lines tab. On the distribution line at the bottom to the far right, Taxable is checked. The system automatically marks the goods lines as "taxable" because, in this case, the AP location is specified as taxable, and the organization has enabled AP tax processing. (See Setting Up Tax Information for Accounts Payable.)

When tax applies to the invoice, the system automatically calculates the tax for each taxable line. A running total of the calculated tax amount is in the Tax Amount field (on the top right side of the invoice header).

Create lines for charges
To build a charge line, enter charge line information on the Distribution Lines tab in the same way that you entered goods lines:

Select the GL Account for the charges.
Enter the line Amount from the vendor's invoice.
Select a Line Type; e.g., Charge.
Enter a Description of the line.
Enter 1099 Code, Project Code, and/or Fund Code values, if needed.

Click the prompt next to Charge Type to open the Charge Types list.

Select a Charge Type.

Each charge type assigns charges to general ledger accounts according to a specified Distribution Method.

The distribution methods are:

Pro-rate - Allocates charges to each goods line's account in proportion to the total goods amount. On the invoice, you do not need to enter a GL account for the charges since they will be spread among goods accounts when the invoice is approved.
Spread Evenly - Allocates an equal amount of the charges to each goods line when the invoice is approved.
Single GL Account - Allocates the total charge amount to one GL account. Instructions for identifying the account are below.
Manually - You must select the GL account for the charge on the invoice.

When you are finished entering goods lines and charges, click Save. (Figure 3)

Figure 3 - Balanced Recurring Invoice

The Invoice Total (Figure 3, upper right corner) should equal the Distributed Amount plus any Tax Amount, and the Difference should be zero. Otherwise, the recurring invoice will be Incomplete, and you will not be able to process it.

Invoice tab

Click the Invoice tab.

Review the information on the General, Payment, Discount, Tax, and Recurring tabs. Enter new information, or make changes as needed.

When you are finished entering information, click Save.

(Note that you can save your work at any time, but you should be sure to click Save before you exit from the Edit panel.)

Click Finish Now or Finish Later.

Finish Now - creates the recurring invoice and adds it to the list of recurring invoices in Complete status.
Finish Later - creates the recurring invoice and adds it to the list of recurring invoices. However, its status is Incomplete because the invoice is "unfinished." You must edit the invoice and click Finish Now to be able to use it.

To process a recurring invoice:

From the Accounts Payable main Contents, select Invoicing > Process Recurring Invoices. If any recurring invoices are being processed, the invoices are listed
(Figure 4). Otherwise, No Data appears.

Figure 4 - List of Recurring Invoices Being Processed

Click New to select one or more new recurring invoices to process.
The Recurring Invoice Selection Parameters panel appears (Figure 5). Enter information in the fields on this panel to specify the invoice(s) that you wish to process. Click Help for information on the fields.

For example, the fields entered in Figure 5 select invoices with a Monthly Frequency, and a Reference field that contains "Lobby plants."

Figure 5 - Recurring Invoice Selection Parameters Panel

Click Build. A list of all the recurring invoices that meet the selection criteria appears (Figure 6).
Click in the Select box to select the invoices that you wish to process.
Click Finish Now.

Figure 6 - Recurring Invoice Selection Parameters Panel with List of Invoices

The invoice is listed on the panel Create and Process Recurring Invoice Batches while it is being processed. When the invoice finishes processing successfully, it disappears from the list, and reappears on the Invoices list (Invoicing > Invoices). On the Invoices list, the Match Status is No Match, and the Invoice Created column contains From Recurring Invoice.

Invoice Numbers on Recurring Invoices

Invoice numbers shorter than or equal to 29 characters are appended with the instance (or recurring count) of the invoice.

For invoice numbers that are 29 characters long, an integer 1 through 9 is appended. After nine recurrences, no integer is appended to the Invoice Number and duplicate Invoice Numbers will occur.
For invoice numbers that are 28 (or fewer) characters long, an integer 1 through 9 is appended, preceded by a hyphen (-). Integers 10 through 99 are appended with no hyphen. After ninety-nine recurrences, no integer is appended to the Invoice Number and duplicate Invoice Numbers will occur.
Invoices numbers with 30 characters have no appended integer.

Figure 7 displays a recurring invoice that has been processed twice.

Figure 7 - Example of a Twice-Processed Recurring Invoice on the Invoices List

On the recurring invoice, note the integers (1 and 2) with a hyphen appended to the invoice number for each instance of processing. On a recurring invoice , the Invoice Due Date is calculated from payment terms, which default from the vendor AP location.