AP-O  Enter Recurring Vouchers & Templates

Purpose of Program

This program provides you with a convenient way to post a periodic transaction without re-entering the transaction every time.  Once the transaction is entered through this program, the posting program (AP-P  Generate Recurring Vouchers) allows you to call up the original entry as a Template for the posting program to fill in automatically.  When posting, the current date is used as the transaction date.

The recurring transactions entered here are assigned a number from the Next Recurring AP Number field in AD-C  Accounts Payable Defaults.  This number identifies this Template transaction only; the vouchers generated using this entry are assigned a number from the Next AP Invoice Number default in AD-C, Accounts Payable Defaults.

This program can also be used to create Voucher Templates which are used in AP-B  Enter Vouchers to pull in a pre-defined set of Description, payment terms, and percentage distribution of the GL Accounts for a payment that may occur regularly but for different amounts, such as a utility bill.

Field Explanations

Inv Num

The Inv Num field has a slightly different function than the number of the vouchers from AP-B  Enter Vouchers.  The Inv Num uniquely identifies the recurring voucher or template, and if left blank, it is assigned automatically from the Next Recurring AP Number field in AD-C  Accounts Payable Defaults.  You can use this number to retrieve the voucher or template for editing.

NEW FIELDS RECURRING ITEMS ONLY

The following fields only occur in the entry screen for recurring AP transactions.  For explanations and instructions for the other fields, see AP-B  Enter Vouchers.  For templates, the fields are all the same as AP-B  Enter Vouchers except that the amount is always 100 and the distribution between GL Accounts is the percentage based on a total of 100.  When the template is used, the percentages will be applied to the actual voucher total.

Selection Code

Use this field to attach a one letter code to the recurring transaction as a memory aid, and to enable you to limit posting to a particular type of transaction in the posting program (AP-P  Generate Recurring Vouchers).  For example, a voucher for lease payments might be assigned a selection code of L; all weekly invoices could have a code of W, and so on.

Frequency

The entry in this field indicates the number of times per year that the transaction occurs.  For example, 52 for a weekly transaction or 12 for a monthly one.  This field is used for calculating the next transaction date.

Maximum Times

The entry in this field indicates the maximum number of times in a year that this transaction may be posted.  When the AP-P  Generate Recurring Vouchers program is run, only transactions due which have not yet reached their maximum are posted.  This field is used to determine whether or not to post the transaction.

Next Date

The date the transaction is scheduled, calculated from the initial date entered, and from how frequently the transaction recurs.

General Program Operation

See AP-B  Enter Vouchers for an explanation of how to enter an AP voucher.  The fields described above are required fields, except for the Selection Code field.  You are not allowed to save a record that does not have the required fields filled.