A/P Create Recurring Payable Batch Screen
Open Accounts Payable > A/P Periodic Processing > Create Recurring Payable Batch.
Enter the range of records from which to select:
- To specify a range of records, enter the lowest number or code in the From field and the highest number or code in the To field.
- To specify a single record, enter its number or code in both fields.
- To select all records, leave the From field blank and the To field showing Zs.
Specify whether to create a new batch or add the invoices to an existing batch:
- Default. Using this method, invoices are added to an open invoice batch that has the same run date. If no batch has the same run date, a new batch is created.
- Create a New Batch. Using this method, a new batch of recurring payable transactions is created.
- Add to an Existing Batch. If you select this method, an additional field appears with a Finder that lets you select the batch to contain the new transactions.
Enter a run date. (The default date is the session date).
The program processes all the recurring payables that are due up to and including the specified run date.
Accounts Payable uses the run date to update the Last Invoiced date in the recurring payable record when you create an invoice for a recurring payable.
Choose the type of record by which to select the accounts for which to create recurring-payable invoices:
- Recurring Payable Code. Select this option to create invoices for vendors assigned to the range of recurring-payable codes you specify. Other charges assigned to the vendors are ignored if you do not include their recurring-payable codes in the range of codes.
- Vendor Number. Select this option to create invoices for vendors to whom recurring payables are assigned in the range of vendor numbers you specify.
- Vendor Group. Select this option to create invoices for all the vendors to whom recurring payables are assigned and who use the vendor groups or national accounts you specify.
Note: If you select Vendor Number or Vendor Group and more than one recurring payable is due for a vendor, Accounts Payable processes all recurring payables for the vendor.
Overview
Use the A/P Create Recurring Payable Batch screen to create a batch of recurring-payable invoices for selected vendors and recurring payables.
The batch appears in the Batch List screen as a Recurring batch, using the next available invoice batch number.
Note: If you want to edit a recurring-payable batch, you use the A/P Invoice Entry screen.
You post the generated invoices, then process the payments and print checks as you would for any other type of invoice.
If the terms specified for a recurring payable include a multiple payment schedule, Accounts Payable calculates the schedule when it processes the payable.
Accounts Payable warns you when it creates the last invoice before a recurring payable expires. You can update the recurring payable if you want to continue using it.
Accounts Payable does not create an invoice for a recurring payable if:
- It encounters an error while processing a recurring payables batch (for example, if the terms code used in a recurring payable record is invalid). The program displays an error message when it finishes processing the batch.
- Posting the invoice would cause the amount invoiced to date to exceed the maximum amount for the recurring-payable.
- The invoice would exceed the maximum number of invoices permitted for the recurring-payable.
- The invoice date is after the expiration date specified for the recurring-payable.
- The vendor is inactive or on hold.
- The recurring payable is inactive.
If the program does not create an invoice for a recurring payable, it does not update the Last Posted Invoice fields in the recurring payable record.
Note: When you delete a vendor record, Accounts Payable automatically deletes all recurring payables for the vendor.
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