Maintain Recurring Expense Transactions

Enter Recurring Expense Template

NAVIGATION: MAINTAIN menu > Client Master

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. TRANSACTION INFORMATION SECTION
   1. Select the Frequency for this transaction, i.e., Annual, Monthly 1, etc.  These frequencies may vary from organization to organization.  Refer to Recurring Frequency Master Table
   2. In the Transaction Code field, enter the correct expense code for this transaction.  Use the magnifying glass to browse.
   3. Tab to the Modified Description field.  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.
5. PAYMENT OPTIONS SECTION
   1. These fields are 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.
6. ACCOUNTS PAYABLE INFORMATION SECTION
   1. The Pay Group field will show the default pay group for the client selected. If the client has multiple pay groups, make sure to select the correct pay group.
   2. Select the specific vendor for the expense OR select the miscellaneous vendor.
7. 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.
8. Click SAVE
9. 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: RECURRING menu > Recurring Expense Template > Recurring Expense Template

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: RECURRING menu > Recurring Expense Template > Recurring Expense Template

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 Templates

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

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

1. Select the pay group OR leave blank to review all entries.
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. In the DISPLAY/ORDER BY section, click in the circle before Entry, Client Number, Client Name, Social Security Number to select a display order of the report.
4. You can also choose to checkmark the Break Report by Income Code box (if multiple income codes were used when entering the income transactions).  
5. Once you have made your selections, check the NOTIFY box and click RUN REPORT.
6. Review the details of each entry.  Correct or modify the recurring expense template as needed.

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 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.

11/2023