Maintain Recurring Invoices

From the DockMaster menu, select Accounts Payable > Invoicing > Maintain Recurring Invoices

Purpose: The recurring invoice maintenance form is used to create repeating invoices that are a fixed amount for a specific number of months. You can also set up recurring invoices quarterly, semi-annually or annually.

Note: The A/P Recurring Invoice screen is the same as the regular A/P Invoice Maintenance screen. However, only certain fields can be maintained for recurring invoices. Only the relevant fields are discussed below.

1. Vendor ID - Enter the Vendor ID who this invoice is for or type in the vendor's name preceded by a backslash "\" to access a cross-reference list.
2. Press F6 to list all vendors.
3. Click on the Vendor Inquiry hyperlink in the Command Panel to Inquire in Vendor File Maintenance (option is available if you have not selected the vendor). Processing will return to the Invoice No. prompt after exiting the Vendor File. Note: This is an Inquiry screen only.
4. Invoice No. - Enter an Invoice Number or press F6 to list the existing recurring invoices for this vendor. You can enter up to 99 recurring invoices for each vendor.
5. Click on each month that this recurring invoice should be generated. The system default is ALL months. For example, if this invoice recurs from January through June, you will need to click on July through December to clear the check box in the Recurring Months area.
6. Description - Enter a free-form Description of the recurring invoice or press <Enter> to bypass this field. This description field will print on invoice and transaction registers, and G/L account reports.
7. Amount Due - Enter the Amount Due for this recurring invoice. This should be the amount due for each fixed payment.

G/L Distribution Tab

Reasons to change the G/L Distribution:

• A/P Parameters and Vendor File did not have any default accounts entered
• The distribution accounts were entered incorrectly (be sure to check your A/P Parameters and Vendor File to correct the error)
• This invoice has a different distribution than usual for this vendor

• The G/L Distrib tab should automatically display the G/L account distribution for this invoice.

Note: The account distribution information is derived from G/L accounts entered in the Accounts Payable Parameters and the Vendor File. If you want to change the accounts that appear, you can change them there.

• You can press <Enter> to accept the distribution or click in the grid to change/add a distribution account or amount.

• Press F6 at the account number field to list the G/L account numbers if the G/L is installed.

Important: At the top right of the window is the Balance of the debits and credits made in the distribution; this balance must equal zero before you can accept the entries made and return to the Invoice screen.

Note: You must run the Generate A/P Recurring Invoices program to actually create an invoice that can be posted and paid. Once you generate the invoice, the edit and posting procedure is the same as a regular invoice.