Summary

The Recurring Invoices window is used to create and maintain regularly recurring invoices. This allows you to create an invoice template for rent, janitorial services and other monthly recurring invoices and then use those templates to create invoices in the Invoices process (AP> Invoices).

Recurring invoices can be set up as a flat or percentage amount. A flat amount recurring invoice is used to create invoices that have the same dollar amount associated each time the invoice is generated, such as rent. Percentage amount recurring invoices allow you to create a template for invoices that fluctuate in amount but distribute to the same GL accounts. When a percentage amount recurring invoice is created in the Invoices process (AP> Invoices), you will enter an invoice amount. The invoice amount will be distributed to the GL accounts based on the distribution percentages set up on the recurring invoice.

Step by Step

1     View the recurring invoices.

• Open the Recurring Invoice window (AP> Maintenance> Recurring Invoices).
• The Recurring Invoice window will display all of the recurring invoices that have been created in the AP module.
• Select a recurring invoice and click DELETE if you would like to delete the selected recurring invoice.
• Select a recurring invoice and click EDIT if you would like to view or modify the selected recurring invoice.
• Click the Create Recurring Invoice button   to create a new recurring invoice. This will open the Recurring Invoice Maintenance window.

2     Create or modify a recurring invoice.

• The Invoice Code field is used to enter a unique recurring invoice code. The recurring invoice code is an alphanumeric field that can be up to 10 characters long.
• The Vendor Number field is used to select the vendor of the recurring invoice. Enter an AP module vendor number or click the Vendor Number field search button to select one from a list.
  • Vendors are created and maintained using the Vendor Maintenance window (AP> Maintenance> Vendor).
  • The Vendor Name field will populate with the name of the vendor entered in the Vendor Number field.
  • While you can create a recurring invoice without specifying a vendor, you will be required to specify a vendor when processing the recurring invoice in the AP Invoices process.
• The Invoice Number field is used to enter a default invoice number that will be used on all invoices created using the recurring invoice. Leave this field blank if this does not apply.
• The Type drop-down menu is used to select the type of recurring invoice you would like to create. This selection in this window will affect the functionality of the window.
  • Select Flat Amount if you would like to create a recurring invoice that always has the same total invoice amount.
  • Select Percentage if you would like to create a recurring invoice that always uses the same GL account distribution but has an invoice amount that varies.
• The Description field is used to enter a description of the recurring invoice. This field will not populate on invoices generated using the recurring invoice.
  • Enter a description in the Description column if you would like to add a line item description to the line items.
  • Enter a value in the Reference column if you would like to add a reference value to the invoice. Reference values are attached to the invoice, not the invoice line item, so only the reference value entered on the lowest number invoice line item will display on the invoice. For example, if you enter a reference number on each invoice line item, only the reference number on invoice line item 1 will display on invoices generated using the recurring invoices template.
• The Cycle field is used to associate the recurring invoice with a cycle. This will allow you to filter your recurring invoices by cycle when processing them through the Invoices step of the AP Invoices process.
• The Home Department field is used to associate the recurring invoice with a home department. Departments are created and maintained in the Department Maintenance window (SS> Maintenance> Departments).

3     Create the invoice line items.

• The data grid below displays the line items associated with the recurring invoice.
• Click ADD to create a new line item on the recurring invoice.
• The Account field is used to select the GL account that will be attached to the invoice line item. Double-click the Account column and click the search button   to select a GL account from a list.
  • Make sure you select a GL account in the correct fiscal year.
• The Amount or Percentage column is used to enter the amount of the line item.
  • If you selected Flat Amount in the Type drop-down menu, the Amount column will display. Enter the amount of the invoice line item in the Amount column. For example, if you are creating a recurring invoice for a landscaping service, enter the amount of the service in the Amount column. You can add more than one line item to a recurring invoice if the recurring invoice amount should be distributed to more than one GL account.
  • If you selected Percentage in the Type drop-down menu, the Percent column will display. Enter the percentage of the distribution in the Percent column. For example, if you are creating a recurring invoice that should be split between three GL accounts (75%, 20%, and 5%), create a line item for each GL account and enter the distribution percentage in the Percent column.
• The Description column is used to enter a description on the invoice line item. The invoice line item description will display on the AP module check.
• The Reference field is used to enter a reference number on an invoice. The reference number will not display on AP module checks.
• The Task Label, PM Type and LEMS columns are used to enter Project Management module information on the invoice line item.
  • The LEMS column will populate with the LEMS code attached to the PM module type code (PM> Maintenance> Type> LEMS field).
• The WO Number, Reference Number, Activity Type Code, WO Override Item, Quantity, Unit Type and WO Asset columns are used to enter Work Order module information on the invoice line item.
• Click the Save button when complete to save the recurring invoice.