Maintain Recurring Expenses

Recurring Expense templates are used repeatedly for transactions that remain the same or need minimal adjustments each month.  Once you setup an expense template, you can Process Recurring Expense Transactions quickly.

Before recurring expenses can be entered, a Frequency needs setup to group transactions based on how you want to process. See Recurring Frequency Master Table.

Enter Recurring Expense Template

NAVIGATION: MAINTAIN menu > Client Master > Expense tab

  1. In the CLIENT NUMBER field, type the client number or use the magnifying glass to browse and select the client. This will bring the selected Client to the current view.
  2. Go to the RECURRING EXPENSES tab.
  3. Click the ADD EXPENSE button.
  4. FREQUENCY: Select the Frequency for this transaction, i.e., Annual, Monthly 1, etc. 
  5. TRANSACTION CODE: Enter the correct expense code for this transaction. Use the magnifying glass to browse.
  6. MODIFIED DESCRIPTION: This field will automatically populate with the description for the Transaction Code that you selected. This description may be altered to a more detailed description of the transaction.
  7. PAY GROUP
    1. The Pay Group field will show the default pay group for the client selected.
    2. If the client has multiple pay groups, make sure to select the correct pay group.
  8. VENDOR: Select the specific vendor for the expense OR select the miscellaneous vendor.
  9. PAYMENT OPTIONS SECTION
    1. This section is used for making payments on a large balance, i.e., a loan.
    2. In the TOTAL field, enter the Total amount that is to be paid until the balance will be zero.
    3. In the PAID field, if part of the total has already been paid, enter that amount in this field.  Each time the template is pulled to the Edit Grid the Paid will increase by the Transaction Amount.  Once the Paid amount is equal to the Total amount, this template will no longer pull.
    4. If the remaining balance (Total - Paid) is less than the Transaction Amount, only the amount of the remaining balance will pull to the Edit Grid.
    5. If this recurring expense is pulled to the Edit Grid and then deleted, canceled or voided, it will not reduce the Paid amount. You will need to correct the Paid amount manually.
  10. INVOICE INFORMATION SECTION
    1. Enter an invoice number.
    2. Enter a reference for the expense.
    3. Enter the amount of the expense in the TRANSACTION AMOUNT field.  If this expense varies month to month you may leave this at a 0.00 amount.  After pulling to the edit grid, the zero amounts are a good reminder that this month's correct amount needs entered.
  11. TRANSACTION AMOUNT
    1. If the same amount paid every month, enter the appropriate amount.
    2. If this expense varies month to month, leave this at a 0.00 amount.
    3. After pulling to the edit grid, the zero amounts are a good reminder that this month's correct amount needs entered.
  12. Click SAVE
  13. The grid of recurring expense entries for the client selected will update with the new entry.

You can also enter recurring templates on the RECURRING menu > Recurring Expense Template > Recurring Expense.   The Retain Transaction Code and Retain Client information check boxes are used if you are entering multiple entries for the same client or using the same transaction code.

Modify a Recurring Expense Template

NAVIGATION: MAINTAIN menu > Client Master > Expense tab

  1. In the Recurring Expense # field, click the magnifying glass to browse. 
  2. A list of the recurring expense entries will display in a grid.
  3. You can use the filters section to narrow the listing/find the entry you need to modify.
  4. Select the entry you want to modify.
  5. Click OK.
  6. The details of the entry will populate the Recurring Expense Template screen.
  7. Using your mouse, you can click from tab to tab and change the necessary information.
  8. Click SAVE.

Delete a Recurring Expense Template

NAVIGATION: MAINTAIN menu > Client Master > Expense tab

  1. In the Recurring Expense # field, click the magnifying glass to browse. 
  2. A list of the recurring expense entries will display in a grid.
  3. You can use the filters section to narrow the listing/find the entry you need to delete.
  4. Select the entry you want to delete.
  5. Click OK.
  6. Make sure your cursor is in the Recurring Expense field.
  7. Click DELETE and then YES on the confirmation prompt.
  8. The recurring template will be deleted.

Review Recurring Expense Template List

This list will show you all the expense templates entered in the previous step. This information will be pulled to the Expense Edit Grid.

NAVIGATION: RECURRING menu > Recurring Expense Template > Recurring Expense Template List

  1. SORT ORDER: Select a Sort Order of the report: Entry, Client Number, Client Name or Social Security Number.
  2. FREQUENCY: Select ALL FREQUENCIES to review a list of all entries or pick the frequency you want to review
  3. Pay Group: enter or select the pay group you want to review OR leave blank for ALL pay groups
  4. House: enter or select the house (house must be assigned in the Client Master > Main tab) OR leave blank for all
  5. Program: enter or select the program (program must be assigned in the Client Master > Main tab) OR leave blank for all
  6. Check the NOTIFY box and click RUN REPORT.
  7. Review the details of each entry and overall total.
  8. Correct or modify entries in the Recurring Expense Template.

6/2024

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