Recurring Expense templates are used repeatedly for transactions that remain the same or need minimal adjustments each month. Recurring expense templates need setup for this process to work.  If new Recurring Expense templates need to be added, please refer to Expenses - Maintain Recurring Expenses

Pull Recurring Expense to Staging

This process will pull the recurring expense templates into a grid so you can select the expenses you want to pay. If you add or modify an expense template, this step must be completed to send the updated information to the grid for posting.

NAVIGATION: RECURRING menu > Recurring Expense Template > Pull Recurring Expense to Staging

1. Select the client OR leave blank for all.
2. Pay Group: enter or select the pay group or leave the field blank for ALL pay groups
3. Frequency: pick the frequency you want to pull
4. House: enter or select the house (house must be assigned in the Client Master > Main tab)
5. Program: enter or select the program (program must be assigned in the Client Master > Main tab)
6. Click the PULL EXPENSE button.
7. The pulled templates will now be available for editing in the Recurring Expense Edit Grid. 

Recurring Expense Edit Grid

This grid allows you to review and edit pulled template information. You can change the amount, pay group, or separate check option. The expenses marked as OK will be included in the posting.

NAVIGATION: RECURRING menu > Recurring Expense Staging > Recurring Expense Edit Grid

1. The grid can be used as an easy way to enter the variable amounts that are zero in the template.
   1. Each line will save as you move to another line, either above or below the current line
   2. Remember to save your last change before closing the screen. Do this by moving to another line or click SAVE.
2. FREQUENCY: the grid will default to All Frequencies. Use the drop down to pick the frequency you want to process.
3. FILTERS: Use the filters to select specific expenses. You can filter the grid by house, program, vendor, client, or paygroup.
4. The grid will populate based on the frequency and filters. The columns include:
   1. OK: if checked, the entry will be posted
   2. Amount: defaults to the full amount of the expense; can be changed to a lesser amount
   3. Balance: full amount of the expense
   4. SC: separate check
   5. Vendor Name
   6. Client Name
   7. Invoice Number
   8. Reference
   9. Expense Description
   10. PG: Pay group
   11. Recurring Template #
5. Sort the List (Sort Order): In the GRID ACTIONS section, use the SORT ORDER to sort the list by client number, client name, vendor number, vendor name, transaction code, or recurring number.
6. Review and edit the entries as needed. If you want to print a check for the expense, you must check the OK box.
7. Approve All Entries - As Is
   1. If you know all entries and amounts are correct, click the MARK ALL OK button to quickly check all entries in the grid.
   2. All entries will be processed when the recurring expenses are posted.
   3. Click the MARK ALL NOT OK to remove all check marks and start over.
8. Change Entry Information
   1. Only the Amount, separate check, and pay group can be change. All other columns can not be changed. If this information would need change, use the recurring expense editor and update the Expense Template.
   2. Amount: the amount will always default to the balance. If you want to pay less, change the amount, i.e., total bill is $100 but you only want to pay $50, enter $50 in the Amount column; the remaining $50 will continue to be in the grid until paid in full.
   3. SC (Separate Check): When the SC box is checked, an individual check will print for the expense and not combine with other payments to the same vendor. If the box is not checked, the expense will print on a check with other payments to the same vendor.
9. Client Posted/Unposted Balances
   1. For the line that your cursor is on, that client's balance will be displayed in the Posted/Unposted boxes.  
   2. The Posted number is the client's current balance.
   3. Unposted number is the client's balance after deducting any transaction marked OK for payment.
   4. If changing the amount to pay, change the Amount column and the Balance column will automatically change to the same amount.
10. Hold an Entry for Future Payment
    1. If the entry will be paid at a later time (such as when the client receives more money), do not check the OK box.
    2. Leave the OK box blank.  
    3. Only entries with the OK box checked will be included in the recurring expense posting.
    4. After posting, the unchecked OK box transactions will remain in the grid for future posting.
11. Delete an Entry
    1. If an entry was pulled to the grid but will never be paid, delete it.
    2. To delete a line, simply place your cursor on the line you wish to delete
    3. Click DELETE LINE (or press DELETE in the tool bar)
    4. The entry will be removed.
    5. To stop entries from pulling to the grid, delete the Expense Template.

CHANGES TO THE EXPENSE EDIT GRID WILL NOT UPDATE THE RECURRING EXPENSE TEMPLATE. Refer to Expenses - Maintain Recurring Expenses to modify an expense template. If you are changing the same information each month in this grid, update the expense template.

Review Recurring Expense Edit List

This list will show you all the entries selected in the Recurring Expense Edit Grid (previous step). Review the list and overall total to ensure correct. If any edits need made, go back to the Recurring Expense Edit Grid.

Be sure to review the edit list before posting recurring expenses. If you identify an error, it can be corrected quickly in the Expense Edit Grid. If an entry is posted and then an edit needs made, see Expenses - Cancel an Unpaid Expense.

NAVIGATION: RECURRING menu > Recurring Expense Staging > Recurring Expense Edit 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; leave the field blank for ALL pay groups
4. House: enter or select the house (house must be assigned in the Client Master > Main tab)
5. Program: enter or select the program (program must be assigned in the Client Master > Main tab)
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 Edit Grid (or Recurring Expense Editor).

Post Recurring Expenses

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