Setting up a recurrence

  1. AccessSunSystems.
  2. Specify RRS in the search field and select Recurrence Setup (RRS).
  3. Specify the Recurrence Code and click OK.
  4. Specify this information:
    Description
    Up to 50 characters of text to describe recurrence setup.
    Lookup Code
    The lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.
    Short Heading
    The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.
    Status
    Each static data record contains a status code that determines the current processing status of the record:

    • Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.

    • Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.

    • Suspended/Held - a suspended record.

    • Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.

    A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record. You can alter the status of a record at any time. You must use the options on the Action menu to change the status.
    Recurrence Type
    Select one of the recurrence types:
    • Daily
    • Weekly
    • Monthly
    • Yearly
    • Once
    • Custom
  5. Specify these information to set up Daily recurrence:
    Daily Option
    Select one of the daily recurrence options:
    • Every Day - billed every n days.
    • Every Weekday - billed every n days on weekdays only.
    Daily Interval
    Specify number of interval days from range of 1 to 9999.
  6. Specify these information to set up Weekly recurrence:
    Weekly Interval
    Specify number of interval weeks from range of 1 to 9999.
    Weekly Anniversary
    Specify the date from which the calculation of intervals begins.
    Day
    Select a particular day of the week for weekly interval.
  7. Specify these information to set up Monthly recurrence:
    Monthly Option
    Select one of monthly billing options:
    • Option 1 - billed on n day of every m months.
    • Option 2 - billed on a specific day of the week of a particular month (for example, the first Monday of January).
    Monthly Option 1 - Monthly Interval
    Specify number of months for monthly interval from range of 1 to 9999.
    Monthly Option 1 - Day
    Specify day number from range of 1 to 9999.
    Monthly Option 1 - Anniversary Month
    Specify the month from which the calculation begins.
    Monthly Option 2 - Monthly Interval
    Specify number of months for monthly interval from range of 1 to 9999.
    Monthly Option 2 - Day
    Select on of the available options:
    • First day
    • Second day
    • Third day
    • Fourth day
    • Last day
    • First weekday
    Monthly Option 2 - Anniversary Month
    Specify the month from which the calculation begins.
  8. Specify these information to set up Yearly recurrence:
    Yearly Option
    Select one of yearly billing options:
    • Option 1 - billed on a particular day of a particular month (for example, every August 30th).
    • Option 2 - billed on a specific day of the week of a particular month (for example, the first Monday of January).
    Yearly Option 1 - Month
    Select particular month of a year.
    Yearly Option 1 - Day
    Select particular day of a month.
    Yearly Option 2 - Month
    Select particular month of a year.
    Yearly Option 2 - Day
    Select one of the available options:
    • First day
    • Second day
    • Third day
    • Fourth day
    • Last day
    • First weekday
  9. Specify these information to set up Custom recurrence:
    Dates
    The list of dates available for billing. All dates in the list must be unique.
  10. Specify these information to set up Once recurrence:
    Once Off Date
    Contract's billing date. It is not displayed on the form. You can add it from the Form Designer.
  11. To save your changes, click OK.