Recurring Vouchers

The Recurring Vouchers feature allows you to enter repetitive invoices that are received on a routine basis. The recurring vouchers are periodically posted as vouchers to Accounts Payable based on user-specified dates. The user defines the frequency of the recurring voucher and how many times a voucher will be created. The system also tracks how many times a voucher has been generated and the last date.
 
To access the Recurring Voucher List window, select the option entitled Recurring Vouchers on the Accounts Payable File Maintenance Menu.
 
The Recurring Voucher List window will be displayed as follows:

 
The system defaults to displaying only the active recurring vouchers for Vendors. To display recurring vouchers for producers, owners, or employees, click on the type drop-down list box and select the desired type.
 
Recurring Vouchers Maintenance
To add a new Recurring Voucher, click on the Add button, press “Alt A”, or press the Insert key.
 
To edit an existing Recurring Voucher, highlight the Voucher and click on the Edit button, press “Alt E”, or press Enter.
 
Cycle Box
To remain in the add mode without returning to the Recurring Voucher list window each time you add a new Recurring Voucher, check the cycle box. To place a check in the box, click on the Cycle box, press “Alt Y”, or press the Space Bar when the selection box is positioned over the "cycle" field. You would normally check the cycle box if you are entering more than one Recurring Voucher during the current session.
 
To exit the Recurring Voucher list window, click on Close button, press “Alt O”, or press the Esc key.
 
To access online help, click on the Help button, press “Alt H”, or press F1.
 
The system will display the Recurring Voucher Information window as follows:

Enter or edit the information on the Recurring Voucher window according to the following specifications:
 
Vendor Code
Enter the vendor’s code. To display a selection list of the valid vendors defined within the system, press Enter, or click on the Lookup button.
 
Invoice Number
Enter the invoice number for the recurring voucher. An entry in this field is required and the field allows for up to fifteen characters.
 
Description
Enter the description for the recurring voucher. An entry in this field is required and the field allows for up to thirty characters. The description field is part of the general ledger data file
 
Amount
Enter the amount of the recurring voucher. The field allows for up to eleven digits with two decimal positions.
 
Frequency
Enter the frequency of the recurring voucher. To display a list of valid frequencies, click on the drop down box arrow. Valid frequencies are weekly, biweekly, semi-monthly, monthly, semi-annually, and annually.
 
Start Date
Enter the start date of the recurring voucher.
 
Number of Payments
Enter the total number of recurring vouchers to be generated by the system.
 
Vouchers Generated
The vouchers generated field is maintained by the system and is updated each time a voucher is selected. The system will not allow you to select the voucher once for the selected frequency.
 
Last Date
The system maintains the last date field and is updated each time a voucher is selected.
 
Hold Payment
Enter a check in the box to place the recurring voucher on hold. If the recurring voucher is not on hold, leave the box unchecked. To place a check in the box, click on the Hold Payment box, or press the Space Bar when the selection box is positioned over the hold payment field.
 
Approve Now
Enter a check in the box to automatically mark the recurring voucher as approved for payment when it is placed in accounts payable. If you want approve the voucher for payment in accounts payable, leave the box unchecked. To place a check in the box, click on the Approve Now box, or press the Space Bar when the selection box is positioned over the approve now field.
 
Terms
The terms field is updated with the terms code assigned in the vendor’s master file. Accept the defaulted terms code or override it with another terms code.
 
Purchase Order Number
If applicable, enter the purchase order number for the recurring voucher. The field allow for up to fifteen characters.
 
Accounts Payable Base Account Number
The accounts payable base account field is updated with the base account assigned in the vendor’s master file. Accept the defaulted base account, or override it with another base account.
 
Division Number
If applicable, the division field is updated with the division assigned in the vendor’s master file. Accept the defaulted division, or override it with another division. The division number field is not displayed if the company does not use divisions.
 
Status
Select the active box if the recurring voucher is active, or select the inactive box if the recurring voucher is not active.
 
To save and exit the Recurring Voucher window, press Page Down, click on the OK button, or press “Alt O”. To exit without saving the Recurring Voucher window, click on the Cancel button, press “Alt C”, press Esc, or click on the “X” in the upper right corner of the screen.
 
To access online help, click on the Help button, press “Alt H”, or press F1.
 
The next phase in the recurring voucher setup is entering or verifying the general ledger distribution information. To access recurring distribution window, click the G/L Distribution window located on the Recurring Voucher tab.
 
The recurring distribution window is shown below:

 
Enter or edit the information on the Recurring Voucher Distribution window according to the following specifications:
 
Description
The detail description field is updated with the description defined in the recurring voucher header record. Accept the defaulted value or override it with a new description. The field allows for up to thirty characters. The detail description field is attached to the voucher record for reporting purposes in the General Ledger module.
 
Base Account Number
If a default general ledger distribution account was assigned in the vendor’s master, this field is automatically updated with that default account number. Accept the default account number, or override it with another account number. If a default account was not defined in the vendor’s master, enter the general ledger account number to which you want to distribute the voucher. To display a selection list of the valid general ledger account numbers defined within the system, press Enter, or click on the Lookup button. A voucher may be distributed to an unlimited number of account numbers.
 
Division Number
If your company does not use divisions, you are not allowed access to the division field. If your company uses divisions, enter the division number to which you want to distribute the voucher. If the base account number is a cost of sales, or expense account, the system will require an entry for the division field. If the base account is a balance sheet, or equity account, the system will not allow an entry in the division field.
 
Department Number
If your company does not use departments, you are not allowed access to the department field. If your company uses departments, enter the department number to which you want to distribute the voucher. If the base account number is a cost of sales or expense account, the system will require an entry for the department field. If the base account is a balance sheet or equity account, the system will not allow an entry in the department field.
 
Amount
Enter the amount of the recurring voucher.
 
Interface Type
If applicable, enter the interface type for the recurring voucher distribution record. To select the interface type, click on the drop-down list box arrow. The valid interface types are as follows:
E = Employee
O = Owner
P = Vendor
T = Tract
X = Equipment
 
Interface Code
If you entered an interface type, the system will prompt you to enter the code associated with the interface type. For example, if you entered a "T" as the interface type, the system will prompt you to enter a valid tract code. To display a selection list of the valid code defined within the system, press Enter, or click on the Lookup button.
 
Deduction Number
If you entered an "E", "O", or a "P" as the interface type, the system will prompt you to enter a valid accounts receivable deduction code. To display a selection list of the valid codes defined within the system, press Enter, or click on the Lookup button.
 
1099 Form
The 1099 form box defaults to the value defined in the vendor’s master. Accept the defaulted value or override it with a new designation. If the box is not checked, enter a check in the box if the vendor is to receive a 1099 form. If the vendor will not receive a 1099 form, leave the box unchecked. To place a check in the box, click on the 1099 Form box, press “Alt F”, or press the Space Bar when the selection box is positioned over the "1099 form" field.
 
Default 1099 Type
The 1099 type defaults to the type defined in the vendor’s master. Accept the defaulted type or override it with a new type. To display a selection list of the valid types defined within the system, press Enter, or click on the Lookup button.
 
1099 Amount
The 1099 amount field defaults to the recurring voucher amount. Accept the defaulted 1099 amount or override it with a new amount.
 
To save and exit the Recurring Distribution window, press Page Down, click on the OK button, or press “Alt O”. To exit without saving the Recurring Voucher window, click on the Cancel button, press “Alt C”, press Esc, or click on the “X” in the upper right corner of the screen.
 
To access online help, click on the Help button, press “Alt H”, or press F1.
 
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