Recurring Payables — Overview

If you have vendors who issue standard invoices at regular intervals, such as rent, standing orders, or services that vary little from period to period, you can set up records for the payables using the Recurring Payable Setup form.

You can also attach schedules with reminders to alert specific or all Sage 300 ERP users to process the recurring transactions when they are due.

You use the Create Recurring Payables Batch form to create an invoice batch automatically when the payables are due. If a recurring payable record uses a schedule with a reminder attached, you can also process the payable right from the Reminder List. For more information about creating schedules and using the Reminder List, see the System Manager help.

There are two processes involved in creating recurring payables:

• First, you set up a recurring payable record with the information that Accounts Payable needs to create invoices periodically.
• Later, you use the Create Recurring Payable Batch form or the Reminder List to create payable invoices.

Specifying when to invoice recurring payables

You can set up a recurring payable to be processed indefinitely, or you specify a limit for the payable. You also assign a schedule to each recurring payable, then generate an invoice for it at the frequency determined by the schedule.

Specifying limits for a recurring payable

To limit the number of times you can process an invoice for a recurring payable, you enter a start date and, by choosing Specific Date as the Expiration Type, you can enter an expiration date for the payable. No invoice is created for the payable prior to its start date or after its expiration date.

You can also specify a maximum amount that can be invoiced for a payable. No invoices are created that would cause the total amount invoiced to exceed this maximum for a recurring payable.

Assigning payment terms to recurring payables

You enter a terms code for each recurring payable. The code determines the due date for recurring payable invoices, as well as the discount percentage and period. Once you generate an invoice, you can change this information on that invoice in the Invoice Entry form.

Adding general ledger and tax information

You can distribute each detail of a recurring payable to a different distribution code or general ledger payable account, and you can specify whether taxes are to be calculated automatically or not.