A/P Recurring Batch Codes

Recurring invoices are A/P invoices that must be generated and paid regularly to a vendor, and are expensed to the same G/L accounts and divisions, and usually for the same amounts.
This includes repeat vendor billings such as vehicle lease payments, or property rental payments.

Recurring batch codes can be maintained in the A/P Recurring Batch Codes window in the "Accounts Payable" parameters on the Accounting tab of the Configure System Settings.
An operator must be assigned a Security Role that allows permission to the Accounting - Recurring Batch Codes in order to access this table.

After the Recurring Batch Codes are setup in this file with codes and descriptions, they can be assigned to the supplier in Vendor Information in the "Additional Information" window, by setting the "Recurring A/P Invoices" flag.
In the resulting window the Recurring Batch Codes can then be assigned to the vendor, along with the repeat posting information including the G/L accounts, divisions, and amounts.

The actual recurring invoices are created in Generate Recurring Invoices, confirmed in Recurring Invoices, and posted in Post Recurring Invoices.
If this feature is not activated by creating a Batch Code, the options do not display in the menu tree.

The A/P invoice number defaults from the A/P Recurring Batch Code.
If multiple recurring invoices are created for the same vendor and same batch code in the same month, a numeric counter suffix is added to distinguish the invoices.

ACTIONS:
Additional actions provided by buttons on the Batch Codes screen include:

• Delete an A/P Recurring Batch Code:
  Click on the sequence number for the batch code to be deleted to highlight the record in focus and then click the DELETE button.
  At the confirmation prompt, click YES to delete the batch code.

  Batch Codes that are in use by a vendor cannot be deleted, until all recurring account records are also deleted.
  As part of the deletion warning the operator can review any of these "child" vendor records that are still using the Batch Code.
  A window is provided in the Vendor Recurring Accounts / Amounts.

  • To continue to delete the Batch Code after viewing the vendor list, click ACCEPT and click YES at the confirmation to delete all the "child" records as well as the Batch Code.
  • Click NO to abort the delete process.