Enter Recurring Supplier Payments

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:

• The due date(s) and payment method(s) indicated in (APS131/E) correspond to the values selected for the partial payments in (APS095).
• The payment proposal must be defined as including recurring payments. This is defined in the 'Recurring payment' field in (APS131/E) by selecting alternative 1 or 3.

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

• The starting conditions listed in Managing Accounts Payable must be met.
• If the recurring payments should belong to type 2 = 'Connected to invoice', a supplier invoice must either be partly or completely entered as authorized in 'Supplier Invoice. Record' (APS100/E). Note that the invoice must not be fully paid.
• For type 2 payments, the detail record under FAM function AP10 selected in 'Supplier Invoice. Record' (APS100/B) for the entry must have alternative 2 selected in the 'Display supplier invoice details' field in 'FAM Function. Open Details' (CRS406/E).

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:

• Adjust Recurring Payment Record

  1. In (APS096/B), review the recurring payment records proposed for the total payment.

  2. Select option Open for a record to adjust and on the E panel, adjust the amount to pay and/or the payment method to use. Press Enter.

  3. On the B panel, repeat steps 13 and 14 until all records are adjusted and the total amount entered balances with the accumulated amount for all records. Press F3 to finish.

• Create New Recurring Payment Record

  1. In (APS096/B), enter a payment date. Click New.

  2. On the E panel, enter amount to pay.

  3. Review the proposed payment method and change it, if necessary. Press Enter.

  4. On the B panel, repeat steps 16–18 until all records are entered and the amount entered balances with the total amount for the payment. Press F3 to finish.

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.