Use the following fields to enter recurring document header information:
1. Vendor
2. Seq # (sequence number)
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. Entry of an already existing sequence number for this vendor displays all the information about this recurring document and proceeds to the PO # field.
3. PO #
The purchase order number (up to 12 characters). Press Enter to default to 000000 as the PO number.
4. GL Tbl
The general ledger posting table. Press Enter to default to the value already displayed; initially the GL posting table assigned to the vendor in the vendor file. Press F2 or to search.
5. Doc Grp
The document group (up to 2 characters). Press Enter to default to the value already displayed, initially the document group assigned to the vendor in the vendor file.
6. Branch
The branch number. Press Enter to default to the branch assigned to the terminal entering the document. Press F2 or to search.
7. Terms
The payment terms code. Press Enter to default to the value already displayed, initially the terms code assigned to the vendor in the vendor file.
8. Months
The 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 to default to ALL.
9. Doc Amt
The document amount to update the open documents file each time the document is posted (+/-9999999.99). You cannot specify a zero amount for the document amount.
10. Post day
The day the document should post to in the Document Entry and 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).
11. Cutoff type
Indicate whether to base the cutoff (time when a document stops being a recurring payable) on a Date, Number of postings, or Amount.
12. Cutoff
This depends on the cutoff type specified. Specify 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 (+/-9999999.99). If the next posting of the document exceeds this amount, the document will not post.
13. Memo
The memo (up to 25 characters) that 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. Click Cancel to stop line item addition.
14. GL #
The number of the general ledger expense account to which the payment will be distributed. If the general ledger posting table for this vendor has preset expense accounts, press Enter 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. Amount
The amount to be distributed to this general ledger account (+/- 9999999.99). You cannot enter zero for this amount. Press Enter to default to the document amount not yet distributed. The ending routine may not be accessed until the entire document amount has been distributed.
16. This concludes the line-item portion of the Recurring Document Entry program. Press F4 or the 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 click Cancel.
Click Done to complete the document entry. Click Done again to exit the program.