Help:AP1-Edit Recurring Payable

Edit Recurring Accounts Payable Invoice

---

This window titled Edit Recurring Accounts Payable Invoice enables you to add or change a recurring accounts payable invoice. A recurring accounts payable invoice is one that is paid periodically (monthly, weekly, other) to the same vendor for the same amount for a specified period of time. Such invoices might include vehicle payments, rent, expense allowances, etc. Setting up a recurring payable will make it much easier to record this information each month, since it will not have to be re-entered month after month.

Key: This number is automatically set by the program to uniquely identify each recurring accounts payable invoice. You cannot edit this number.

Last Date Merged: This displays the last Month/Year when this payable was added to the Invoices Payable Files. You cannot edit the information in this field.

Posting Month/Year: This displays the Posting Month/Year when this payable was last recorded.

Vendor: Enter the number of the vendor to which this invoice belongs. The name and address of the selected vendor will be displayed to the right of this field. Press the drop down button to the right of this field to open a window titled Select the A/P Vendor which displays all the current vendors.

A/P Account: Enter the A/P Account to which this invoice is to be posted. The name of the selected A/P Account will be displayed to the right of this field. Press the drop down button to the right of this field to open a window titled Select the A/P Account which displays all the current A/P Accounts.

Invoice Number: Enter the invoice number for this recurring invoice. If it is rent and has no specified invoice number, then you may use something like "Monthly Rent" for the Invoice Number. Press the drop down button to the right of this field to open a window titled Show Invoices for One Vendor which displays all the invoices on the system for the selected Vendor and A/P Account. For additional information on this window, please see Show Invoices for One Vendor.

Invoice Day: Enter the day of the month on which this invoice should be dated. The Month and Year will be added by the [Merge Entries] process when it is recorded each month in the invoices payable files.

Due Day: Enter the day of the month on which this invoice becomes due. The Month and Year will be added by the [Merge Entries] process when it is recorded each month in the invoices payable files.

Description: Enter a brief description for this invoice.

[...] Press this button if you want to add a longer description for this invoice. A window titled Show Full Invoice Description will open on which you may identify the exact nature of this invoice in more detail.

PO Number: Enter your PO Number for this invoice if you use Purchase Orders.

Final Payment Date: Enter the last date that a payment is due on this invoice. If this is a rent payment with no specified final payment date, then enter the system maximum date of 12/31/2099. This recurring payable entry will be automatically deleted after the final payment has been added to the invoice payable files. NOTE: Press the calendar to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.

Use Discount: Check this box if this vendor offers a discount for early payment and you want to take this discount on this invoice. The fields to the right will become available if this Use Discount box is checked. You must then complete those fields as appropriate for this vendor.

Discount Type:  %-Percentage or $-Dollar Amount This field will only be available if the Use Discount box is checked. Select the appropriate Discount Type that this vendor offers.

Rate: This field will only be available if the Use Discount box is checked. Enter the appropriate discount percentage rate or discount dollar amount for this vendor.

If paid with ___ days: Enter the number of days that you have to pay this invoice in order to qualify for the discount.

Type - Monthly/Weekly/Other: Select Monthly if this invoice is to be paid once each month. Select Weekly if this invoice is to be paid every week. Select Other if the payment schedule for this invoice is something other than Monthly or Weekly.

Invoice Amount: Enter the monthly payment amount of this invoice. When you press the Tab Key to exit this field, a window titled Edit Distribution Entry will appear. This window will continue to appear until the total amount has been applied. There is no limit to the number of G/L Accounts to which this amount can be distributed.

Auto-Populate Distribution On/Off: This field is an informational field only that tells you whether the MoverBiz user who is entering this transaction has password permission for the Auto-Populate Distribution feature. If this permission is checked, then the distribution amount will be automatically populated with the unapplied balance when recording invoices and when recording recurring invoices payable. This will enable you to bypass the internal cross-check which forces you to re-enter the distribution amounts. If you are prone to making numeric data-entry mistakes, then it is recommended that you leave this password permission un-checked.

[ Add ] Press this button to Add a new distribution line. A window titled Edit Distribution Entry will appear. For additional information, please see Edit Distribution Entry.

[ Edit ] Press this button to Edit the highlighted distribution line. A window titled Edit Distribution Entry will appear. For additional information, please see Edit Distribution Entry.

[ Delete ] Press this button to Delete the highlighted distribution line.

[ Record Entry ] This button will only be available when the total of the distribution lines equals the total invoice amount. Press this button to record this entry in the Recurring Accounts Payable Holding File (AP1D06).

[ Exit ] Press this button to close this window and return to the previous window.

[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.

Posting File: This is an informational field only. You cannot edit the information in this field.