Creating Recurring Vouchers

  1. Open the Recurring Vouchers form.
  2. Select Actions > New.
  3. Specify this information:
    Vendor
    Select the vendor number for the voucher.
    (Name)
    The name of the vendor is displayed.
    Voucher
    After saving the new record, the next available voucher number is populated.
    Invoice
    Specify the vendor's invoice number for the recurring voucher. This number may need to be updated each time that the voucher is generated.
    Invoice Date
    The current date is displayed. Optionally, select a different date to invoice the voucher.
    Distribution Date
    The current date is displayed. Optionally, select a different date for distribution.
    PO
    Select the purchase order number that authorized the purchase.
  4. Optionally, specify this information:
    Purchase Amount
    Specify the line item total amount of the vendor invoice. Do not include freight, duty, brokerage, insurance, local freight, miscellaneous charges, or taxes.
    Freight
    Specify the freight charge on the voucher.
    Duty
    Specify the duty charges of the voucher.
    Brokerage
    Specify the brokerage charges of the voucher.
    Miscellaneous Charges
    Specify the miscellaneous charges of the voucher.
    Sales Tax
    Specify the amount of tax for Tax System (1) payable on this voucher.
    (Sales Tax 2)
    Specify the amount of tax for Tax System (2) payable on this voucher.
    Invoice Amount
    The sum of all the charges is displayed.
    Non-Discount Amount
    The amount of the invoice that is not calculated for the discount is displayed.
    Discount Amount
    The discounted amount of the recurring voucher is displayed.
    Proxy Code
    This default value is 0.
    Proxy Day
    Specify the day of the month following the invoice date, on which the voucher becomes due. For example, specify "10" to indicate that payment is due on the 10th of the month after the invoice date.
    Discount Percent
    Specify the allowable discount percentage, if payment is made by the discount date. For example, specify "5.000" to give a 5% discount if payment is made by the discount date.
    Discount Days
    Specify the number of days allowed after the invoice date during which the invoice payment qualifies for a discount. For example, specify 15 in this field to allow a discount if payment is received within 15 days of the invoice date.
    Discount Date
    The date by which you must pay this voucher to qualify for any discount is displayed. It is automatically calculated by adding the distribution date and the number of discount days. You can manually change this date. If the vendor does not offer a discount, accept the default date.
    Due Days
    Specify the number of days allowed after the invoice date before the invoice payment is due. For example, specify 30 to indicate that payment is due within 30 days of the invoice date. Leave this field blank to use the Proxy Day. The default value is obtained from the Due Days field of the Vendors form.
    Due Date
    Select the due date of the recurring voucher. Each month, when the voucher is generated, the month and year on the invoice are both updated.
    Currency
    The currency of the current vendor is displayed.
    A/P Account
    Select the number of the G/L account against which to post the transaction, or accept the default account from the Accounts Payable Parameters form.
    Account Description
    The description of the account is displayed.
    Reference
    The APRV reference number is displayed. Optionally, specify a G/L reference number.
  5. Save the record.
  6. To distribute the recurring voucher, click Distribution.

    After you enter the recurring voucher and create a distribution for it (either manually or system-generated), the distribution record remains on file. You do not need to distribute each month unless the purchase amount changes. If this amount changes, you must update the distribution record to reflect the new amount.

    Examples of these two situations are rent and utility bills. Typically, the rent amount is the same each month and so it is not necessary to distribute it each month. While a utility bill is recurring, the currency amount usually is different each month, in which case it would be necessary to redistribute it.

After vouchers are created and distribution is set up, you can generate recurring vouchers at each payment cycle.