Recurring Accounts Payable Process

To work with the Recurring AP Edit Grid, you must first have recurring accounts payable entries setup in the system.  For information on how to setup these entries for the first time, see Recurring Accounts Payable Entry. Once your recurring items have been setup, you can then work with them in the grid.

Recurring Accounts Payable Edit Grid

NAVIGATION: RECURRING menu > Recurring AP Edit Grid

  1. At the top of the grid use one or more of the following filters
    1. Select a Group to filter transactions by or leave at <<<<<All Transaction Groups>>>>
    2. Select a Vendor to filter transactions or leave blank for all vendors
    3. Select a PG Code to filter transactions or leave blank for all pay groups
    4. Information can also be sorted in the grid by clicking on one of the column headings such as Invoice Number or Vendor Name
  3. Once you determine which entry or entries you need to work with, enter the new Amounts for this month/payment cycle.  (If the amount is unchanged, you do not have to modify the transaction amount.)
  4. Tab across the line to make additional changes. The only field that cannot be changed in the grid is the Vendor Name.
  5. The Vendor Name must be changed for the Recurring # in Recurring AP Entry
  6. When you have finished updating the line, click in the Amount field and press BROWSE to open the Recurring Distribution Update program.
  7. Review and/or modify the distributions as you normally would for a regular AP entry
  8. If you are only making changes to the Reference or Amount, that can be done directly in the Distribution Grid, be sure to arrow up or down off the changed line to save that line.
  9. If you are bringing a line up into the Distribution Entry Area to make changes, the line must be completed or tabbed through until it drops into the grid in order to be saved.
  10. At the top of the Recurring Distribution Update view, you will see "Invoice Amount, Applied and Remaining".  The remaining amount must be zero to ensure the voucher is in balance.
  11. When you are done editing distributions, click CLOSE on the bottom right to close the view and save records.
  12. Use the above steps to modify as many recurring items as necessary.

Recurring AP Edit List

NAVIGATION: RECURRING menu > Recurring AP Edit List

  1. When you are done editing, click RECURRING EDIT LIST on the Quick Links bar or go to Recurring menu > Recurring AP Edit List.
  2. The Recurring AP Edit List view will open
  3. Make sure that your pay group selection, frequency selections and date ranges are correct.
  4. Print, preview, or save the report (see Report Preview, Print and Save Options).
  5. Review the report to make sure all of your recurring entries are included and that the amounts and Date Information are correct for the items you want to post

Post Recurring AP Transactions

NAVIGATION: RECURRING menu > Post Recurring AP Transactions

  1. When you are satisfied that the Edit List is correct, press POST RECURRING TRANSACTIONS on the Quick Links bar or go to Recurring menu > Post Recurring AP Transactions.
  2. Post Recurring AP Transaction view will open
  3. Review the Pay Group selections
  4. Review your Frequency Selections and Date range to make sure you will be posting all of your recurring entries
  5. Review your Invoice Date and Transaction Date to make sure they are correct
  6. Auto Select Entries for Full Payment will be checked by default.  If you do not want the vouchers to automatically be selected for full payment, uncheck the box.
  7. Click POST on the Quick Links bar.
  8. Click YES to print the Transaction Register (recommended)
  9. The Accounts Payable Transaction Register view will open with the Batch ID automatically entered
  10. Print, preview, or save the report (see Report Preview, Print and Save Options).
  11. When the Recurring Entries have been posted, they will be available for payment unless you did not have the Auto Select Entries for Full Payment box checked. If unchecked, vouchers will need to be selected for payment using one of the voucher selection options.

12/2023

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388