How to enter recurring AP documents

1. Access this program by choosing Accounts Payable-->Recurring Document-->Recurring Document Entry.

2. In the Vendor field, enter the vendor number for this document. Entry of a valid vendor number displays the name, address, general ledger posting table, document group, terms code and branch for this vendor. Press F3 to search for recurring documents already on file.

3. In the Seq # field, enter the sequence number (01-99). The sequence number allows you to enter up to 99 different recurring documents per vendor. For example, if there are two loans to be paid to the same bank, sequence numbers 01 and 02 are used. Each time you refer to this document, you must use the sequence number. The system will default to the sequence number 01 if only one document is entered per vendor. Entry of an already existing sequence number for this vendor displays all the information about this recurring document and proceeds to the PO field.

4. In the PO#, enter the purchase order number (up to 12 characters). Press Enter (CR) to default to 000000 as the PO number.

5. In the GL Tbl fields, enter the general ledger posting table. The entry must be a valid AP general ledger posting table. Press Enter (CR) to default to the value already displayed; initially the GL posting table assigned to the vendor in the vendor file.

6. In the Doc Grp field enter the document group (up to 2 characters). Press Enter (CR) to default to the value already displayed, initially the document group assigned to the vendor in the vendor file.

7. In the Branch field, enter the branch number. The entry must be a valid branch. Press Enter (CR) to default to the branch assigned to the terminal entering the document.  

8. In the Terms field, enter the payment terms code. The entry must be a valid terms code. Press Enter (CR) to default to the value already displayed, initially the terms code assigned to the vendor in the vendor file.

9. In the Months field, enter a string of numbers designating the periods of the calendar year to post this document to. For example, if it is a yearly document and only posts in December, and December is the company’s 12th period, enter 12. If this document is to post quarterly, enter 03060912. Press Enter (CR) to default to ALL and will display every period of the calendar year.

10. In the Doc Amt (document amount) field, enter the document amount to update the open documents file each time the document is posted (+/-9999999.99). You cannot a zero amount for the document amount.

11. In the Post Day field, enter the day the document should post to in the document entry & adjustments file (01-31). This will be used to determine when to post this document and also to determine which day of the month to use for the document date. For example, if this were set to 15 and it was being posted for February, the document date would be posted as February 15. The terms code automatically determines the due date, discount amount and discount due date based on the post day (document date).

12. In the Cutoff field, enter whether to base the cutoff (time when a document stops being a recurring payable) on a Date, Number of postings, or Amount. Press Enter (CR) to D.

In the second Cutoff field, depending on the cutoff type specified, enter one of the following:

D -Date. Enter the cutoff period (PPYY), i.e., the last period documents are to post.

N -Number of postings. Enter the cutoff number of postings (2-99).

A  -Amount. Enter the cutoff total amount (+/-999999.99). If the next posting of the document exceeds this amount, the document will not post.

13. In the Memo field, enter the memo (up to 25 characters). This memo prints on the check stub in the comments column.

This concludes the header portion of the Recurring Document Entry program. After you create this header record, you can change all previous fields except the vendor number and the sequence number.. The only way you can change the vendor number and the sequence number by deleting and re-entering the document. To enter line items in recurring documents, complete steps 14-16.

Line numbers are assigned automatically beginning with 001 and incrementing by one for each additional line-item up to 999. When you enter a new document or edit an existing one the system places you in add mode so you can enter recurring document lines. Press tStop icon he to stop line item addition.

14. In the G/L# field, enter the number of the general ledger expense account to which the payment will be distributed. The number entered must be a valid GL number in the general ledger account file. If the general ledger posting table for this vendor has preset expense accounts, press Enter (CR) to default to the first GL account number in the GL posting table. Press F2 to display all G/L numbers listed for the GL posting table assigned to this document along with the G/L number’s description. Select the line number to expense to. You can enter any account number in place of the standard numbers from the general ledger group. If the entire amount of the document is not distributed to this account, enter the next account number on line 002. This process continues until the document amount is distributed.

15. In the Amount field, enter the amount to be distributed to this general ledger account (+/- 9999999.99). You cannot enter zero for this amount. Press Enter (CR) to default to the document amount not yet distributed. Press Enter (CR) to accept the line.

16. This concludes the line-item portion of the Document Entry program. Press F4 to end line-item entry. You can select:

Change the highlighted line-item 

Add a line-item

Delete the document

Insert a line item above the highlighted line in the browser.  

After you complete line item entry processing select the Stop icon.

17. Press the Done button to complete the document entry. The system returns you to Vendor field so you can specify a vendor and enter additional AP documents in the displayed period. You can enter a vendor code or press Done to exit the program.