How do I set up a Recurring Voucher Entry?

Question:

How do I set up a Recurring Voucher Entry?

Resolution:

Old Version

From Daily Processing Menu take option # 7 Recurring Voucher Entry. This menu option is used to enter all recurring A/P invoices (i.e. rent, loans etc.)  These items are entered only once for the life of the entry and they are then posted based on their frequency, (i.e. monthly, annually, semi-annually, quarterly, triennially).  This job is almost identical to Voucher Entry with the exception of the frequency selection and certain input fields.  Only the differences are outlined here.

 

When this option is selected, a Recurring Entry Frequency screen appears allowing the operator to select the posting frequency of the batch to be entered.  A batch can have only ONE posting frequency but different batches can have different frequencies.  Therefore, all the entries in a batch MUST have the same posting frequency, i.e. monthly.  If the batch is other than a monthly recurring batch, the operator chooses the months to which the batch is to be posted.  (I.E. - a quarterly posted batch might be posted on a Jan./April/July/Dec. cycle or a Feb./May/Aug./Nov. cycle.)  Once a frequency has been selected, one or multiple batches can be entered without returning to this selection screen.  In order to enter a batch with a different frequency, press F3 at the Corp#/Batch# prompt to redisplay the selection screen, choose the new frequency and enter the next set of batches associated with this frequency.  See sample screen below.

 

 Recurring Monthly . . . . .                                                    

 

  Annually       Semi-Annually         Quarterly                Tri-Annually     

Jan . .            Jan/Jul . .           Jan/Apr/Jul/Oct . .         Jan/May/Sep . .    

Feb . .            Feb/Aug . .        Feb/May/Aug/Nov . .       Feb/Jun/Oct . .    

Mar . .            Mar/Sep . .        Mar/Jun/Sep/Dec . .        Mar/Jul/Nov . .    

Apr . .            Apr/Oct . .                                             Apr/Aug/Dec . .    

May . .            May/Nov . .                                                     

Jun . .              Jun/Dec . .                                                     

Jul . .                                                                         

Aug . .                                                                        

Sep . .                                                                        

Oct . .                                                                         

Nov . .

Dec . .                                                                                                                                    

On the Batch Header, the operator enters a batch#, corp#, g/l account to be credited, (Accounts Payable), and a batch total.  Notice that there is no accounting period assigned to recurring entry batches.  The DEFAULTS/OPTIONS portion of the screen displays the same options as in Voucher Entry.  When all Batch Header entries have been keyed, press ENTER to proceed.  The entry screen then appears.  Key in the vendor# and press ENTER.  The rest of the entry fields appear based on your selections on the batch header.  The only difference from regular Voucher Entry is that along with each entry, you must enter the  expiration period for the entry.  By keying the expiration period, the system automatically deletes the entry from this workfile after it has posted it to the last period, unless AP Profile Option #124, ‘Do Not Delete Expiring Recurring Entries’ is set to ‘Y’. Follow the instructions under the Voucher Entry section for editing, and ending a batch.

 New Version:

 

This job is identical to the Voucher Entry - New Version described earlier, with the following exceptions.  Refer to that section for a more detailed explanation.  The batch header does not contain the accounting period, except to display the last accounting period to which the batch was posted.  Each monthly, quarterly, annually recurring invoice has an expiration accounting period associated with it, indicating the final period against which to post the invoice.  Each weekly  recurring invoice has an expiration date associated with it, indicating the last possible date  the invoice can be posted.  If A/P Profile #96, ‘Allow Temporary Vendors in Recurring Entry’ is set to ‘Y’, the system allows you to use temporary vendors in the Recurring Entry programs.  Refer to the A/P Profiles section for further details.

 

**NOTES**  The last period that the batch was posted is displayed under the batch description field at the top of the batch summary/review screen.