Vendor groups
These transaction group types are used by the system:
- Recurring
- One-time
- Auto-reversing
Auto-reversing groups apply to GL Transaction Entry and are not discussed in this topic.
Recurring groups
You can set up a recurring group and run it every period without having to enter the transactions each time. The transactions in a recurring group are not deleted after you process them into live transactions using the Final Update function in Vendor Invoice Center Entry or processing the Vendor Entry Group Update/Reconcile Invoices Report. Recurring groups are useful for processing invoices for recurring fixed expenses, such as loan payments. You do not have to change the period when you process recurring groups because it defaults to the current month and year.
You can copy a recurring group to a new recurring group. For example, when you start a new year and the recurring payments in the group have not changed in value, you can create a copy. When you copy a recurring group, to identify whether invoices are from the original group or the copy of the group, the invoice number includes a slash and a number (/xx) between the invoice numbers and their suffixes in the new group.
For example, if you copy a group containing invoice 1234-02, where 02 indicates that the group has been updated once, the system adds the extension /01 between the invoice number and the suffix in the new group, then resets the suffix to -01. The invoice number in the new group would look like: 1234/01-01. 1234 is the original invoice number. /01 indicates that the invoice is in the first copy of the original group. 01 indicates that this invoice has not yet been updated in the new group. When the group is updated, the invoice suffix will increment by one and become 1234/01 02 to indicate the invoice 1234 in the first copy of the group has been updated once and is ready to be updated a second time.
One-time groups
Use one-time groups to enter nonrecurring invoices or invoices that involve purchase order matching. Transactions in a one-time group are deleted after Final Update in Vendor Invoice Center Entry or by processing the Vendor Entry Group Update/Reconcile Invoices Report.
Enter one-time groups in the same manner as recurring groups. You can perform PO matching from a one-time group.
Create one-time groups in Vendor Invoice Group Setup.