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 Maintain Recurring Expense Transactions

Pull Recurring Expense to Staging

Once you have reviewed and edited the recurring expense entries, this step will make the expenses available in the process recurring expense transactions.

Any time you add or modify a recurring expense template, you must complete this step or the new/modified template will not be available in the Process Recurring Expense step.

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

1. Select the client OR leave blank for all.
2. Select the pay group OR leave blank to pull all entries for all pay groups.
3. Pick the frequency you want to pull.  The frequency selected will determine which templates are processed.
4. Click the PULL EXPENSE button.
5. The pulled templates will now be available for editing in the Recurring Expense Entry and the Recurring Expense Edit Grid.  

Recurring Expense Edit Grid

Review and edit pulled template information in a grid format.  This grid allows you to change the value in fields that often need updating month to month.

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

1. Pick the frequency you want to process.  
2. Use the filters to select the expenses you want to process.
3. 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.
4. The grid can be used as an easy way to enter the variable amounts that are zero in the template. Each line will save as you move to another line, but remember to save your last change before closing the screen.  Do this by moving to another line, or by pressing SAVE.
5. If you do not want to process a specific entry, click the line you want to delete. In the GRID ACTION section, click the DELETE LINE button.  The entry will be removed.
6. Review the grid and place a check mark in the OK column for each line that you want to post.
   1. Use the MARK ALL OK button to quickly check all entries.
7. Review the information and change amounts if needed. You may change the Amount, SC, and PG columns.  The other columns cannot be changed.
   1. For the line that your cursor is on, that client's balance will be displayed in the Posted/Unposted boxes.  The top number is the client's current balance.  The bottom number is the client's balance after deducting any transaction marked OK for payment.
   2. If changing the amount to pay, change the Amount column and the Balance column will automatically change to the same amount.
   3. The SC box is for Separate Check.  When the SC box is checked, this expense will not combine with other payments on a check to the same vendor.  If the box is not checked, this expense will print on a check with other payments to the same vendor.
   4. The PG (Paygroup) may be changed to a different paygroup.
8. If a transaction will not be paid now it can be deleted or held here for future payment.
   1. If the transaction will never be paid, delete it.  To delete a line, simply place your cursor on the line you wish to delete and press DELETE in the tool bar.
   2. If the transaction will be paid at a later time, such as when the client receives more money, you may leave this transaction here by leaving the OK box blank.  After posting, the uncheck OK box transactions will remain here for future posting.
9. Once you have all of the lines correctly adjusted:
   1. If you plan to pay all of the transactions, press MARK ALL OK.  This will place a check mark in all of the OK boxes.
   2. If you will pay only some of the transactions at this time, place a check in the OK box for those you will pay.  For transactions you want to keep for future payment, leave the OK box blank.

CHANGES TO THE EXPENSE EDIT GRID WILL NOT UPDATE THE RECURRING EXPENSE  TEMPLATE. Refer to Maintain Recurring Expense Transactions to modify an expense template.

Review Recurring Expense Templates

This will create a recurring expense transaction template list based on the following selections.  

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

1. Select a Sort Order of the report: Entry, Client Number, Client Name  or Social Security Number.
2. Pick the frequency you want to review.  Select ALL FREQUENCIES to review a list of all entries. Select a Frequency for the edit list.  The frequency selected will determine which templates are processed.
3. Select the pay group OR leave blank to review all pay groups.
4. Once you have made your selections, check the NOTIFY box and click RUN REPORT.
5. Review the details of each entry.  Correct or modify entries in the Recurring Expense Edit Grid or in the Recurring Expense Editor (both described above).

It is suggested that you preview your Edit list before printing for several reasons.  First, you can easily view the information on your screen and go back and fix, add, or delete the Recurring Expense transaction that was incorrect without having to actually print the report.  This may save you some time and paper if you need to make corrections.  Also, you can print the report from within the preview by simply clicking on the print icon.  If you choose to print the report without previewing it first, you may not like the way you grouped it, also, you may see transactions that need to be corrected which you will have to run the edit for again after you have made corrections.

Recurring Expense Editor

This is the same data as in the Recurring Expense Edit Grid but is just a different way to view the expense items. This view allows you to change more fields, such as the Frequency, the Transaction Code and the Modified Description that are not available in the grid.

NAVIGATION: RECURRING menu > Recurring Expense Staging > Recurring Expense Editor

1. In the Recurring # 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. Using your mouse, you can click from tab to tab and change the necessary information.
7. Click SAVE 

Post Recurring Expenses

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