Enter Recurring Supplier Payments

This document explains how you enter a supplier payment to be partially paid at several occasions. This enables you to easily manage recurring payments such as rent.

You can enter the recurring payment:

Outcome

A payment is entered for a supplier and split into several partial payments to be processed in the future. These payments are either manually or automatically distributed over time. Each partial payment can have a different payment method.

The payments can be reviewed and adjusted in 'Supplier Payment. Open Recurring' (APS095). A list of recurring payments can be printed in 'Payment. Print Recurring' (APS570) using different selection criteria.

The partial payment records are automatically included in the automatic payment routine when creating a payment proposal in 'Supplier Payment Proposal. Open' (APS130), provided that:

Information on the recurring payments are saved in the recurring payments header file (FAPSPH) and the corresponding detail file (FAPSPD).

If the payments are based on an entered supplier invoice, the invoice receives status 9 in the accounts payable file (FPLEDG). This means that the invoice can only be paid as a recurring payment.

Before you start

Follow these steps

Enter Basic Data for Total Payment Not Connected to Invoice

Use this procedure if the recurring payment is not connected to a supplier invoice.

  1. Start 'Supplier Payment. Open Recurring' (APS095/B).

    Previously entered payments to be paid as recurring payments are listed with their respective status.

  2. Set the panel sequence.

    This instruction is based on panel sequence E1.

  3. Select anyone of the sorting orders.

    Each one of the available sorting orders can be used when entering new payments:

    1 = Per year

    2 = Per payee

    3 = Per reference number.

  4. Enter year, reference number, payee, and recurring payment type 1 = 'Not connected to invoice in accounts payable'. Click New.

  5. Continue with the steps described in Define Details for the Total Payment .

Define Details for the Total Payment

Use this procedure if the recurring payment should be entered when entering the supplier invoice in (APS100) or if the payment is to be entered based on an invoice already entered

  1. In (APS095/E), enter the relevant values: Supplier, exchange rate type, invoice rate, total amount, currency, voucher text, payment method, bank ID (only used and required if a payment method for bank transfer is selected), payment description, name (optional), and accounting string for the cost account to use.

  2. Depending on the payment recurring type, several of these values are proposed but can be changed.

    • Define Standard Time Intervals for Recurring Payments
    • Define Details for Recurring Payments Manually

Define Standard Time Intervals for Recurring Payments

  1. Enter a start date and a finish date for the time range during which the recurring payments should be made.

  2. Enter the number of recurring payments to be used to cover the entire payment.

  3. Enter the payment frequency between the start date and the finish date.

  4. Enter the number of the day in the period on which payment should be made, and a second day as well, if you selected frequency Twice a month.

  5. Enter the monthly interval. Press Enter to call 'Payment. Open Details for Recurring' (APS096).

  6. If you selected frequency Twice a week, enter the number of days between the first and second payment date in the 'Biweekly interval' field. Press Enter.

Define Details for Recurring Payments Manually

In (APS096/B), select one of the following alternatives:

Parameters to Set

Program ID/Panel Field The field indicates …

(APS095/B),

(APS096/B

Status

… the status of the total payment and the separate payment records respectively.

Valid Alternatives

0 = Payment is open

1 = One or several recurring payments are in progress or finished

9 = Payment is executed and closed.

(APS095/B)

Recurring payment – reference number

… the reference number for payments not connected to invoice.

This number is defined by the user and is used to manage the payment when creating a payment proposal in (APS130). For payments based on an invoice, the invoice number is automatically used as reference number.

(APS095/B)

Recurring payment type

... whether the payment is connected to an invoice.

Valid Alternatives

1 = No. (This type of payment can be based on an agreement instead.)

2 = Yes. Recurring payments triggered from (APS100) or (APS201) automatically belong to this type.

Fields Controlling the Automatic Distribution of Payment Records (Selection)

(APS095/E)

Start date, Finish date

... the time range within which the payments are to be distributed.

(APS095/E)

Number of payments

... into how many payments the total recurring payment is to be split.

(APS095/E)

Payment day

... which date in a period that the payment will be made.

(APS095/E)

Monthly/weekly interval

... the number of weeks or months – depending on the payment frequency selected – that should pass between each payment

(APS095/E)

Biweekly interval

... the number of days between the first and second payment date. This field is used if you have selected the alternative for Twice a week in the Payment frequency field.

(APS095/E)

Payment frequency

... how often recurring payments should be made between the start date and the finish date.

Valid Alternatives

01 = Daily

02 = Weekly

03 = Monthly

04 = Twice a week (biweekly)

05 = Twice a month (bimonthly).

Explanations

If you select alternative 01, you must enter the number of payments. Payment starts on either the payment date (when set), or on the start date.

If you select alternative 02, you must enter the number of payments, the payment date, and a monthly/weekly interval. For example: The start date is July 1, the payment date 03, and the monthly/weekly interval 01. The first payment is then made on July 3, the second is made seven days later on July 10, and so on.

If you select alternative 03, you must enter the number of payments, payment date, and monthly interval. If you select alternative 04, you must enter the number of payments, payment date, and bi-weekly interval. Example: The start date is July 1, the payment date 03, and the twice weekly interval 3. The first payment is then made on July 3, the second payment on July 6 (in the same week). Payments the following week are made on July 10 (July 3 + 7 days) and July 13 (July 10 + 3 days), and so on.

If you select alternative 05, the number of payments, payment date, and payment date 2 must be set.

(APS095/E)

Payment day, Payment day 2

... which date in the period that payment will be made. The 'Payment day 2' field is used to indicate a second due date when frequency Twice a month is selected.

Since the day may not be a bank day in all selected periods, it is automatically adjusted to the nearest bank day according to the system calendar when continuing.

(APS095/E)

Monthly interval

... the number of months to pass between each recurring payment.

Example

If the monthly interval is 1 and the payment day is 25, a recurring payment will be made on the 25th each month.

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