AP: Recurring Invoices

The Lookup enables you to filter for specific AP Recurring Invoice records.

If you enter an Invoice Number or Vendor Name and the number/Vendor Name exactly matches an existing record, the record is displayed.

If there is not an exact match on the Invoice Number or Vendor Name, and there is at least one Invoice Number or Vendor Name that starts with what you entered, a list displays. Select from the list the record you want to choose.

To search for a record in a list, select the Quick Lookup button .

To search for a record in a list with the focus set to the Number/ID field, press F4.

For more information see Using Quick Lookups or Lookup AP Recurring Invoices.

Hover over the Change Information icon to see User Added, Date Added, User Changed and Date Changed information. WinTeam records the logon name of the user entering or changing this record. The Date Added is the original date this record was entered into the system. The Date Changed is the date the record was last changed. Right-click on the Change Info icon to filter for records added or changed by a specific user or date.

When you hover over the User Changed or Date Changed filters, you can:

• Filter By Selection - Filters for all records that match your current records field value.
• Filter by Exclusion - Excludes from your filter all records that match your current records field value.
• Filter For - Filters based on the text/value you enter.
• Sort Ascending - If you already have a filter applied, the Sort Ascending command is available. Also used to include all records in the filter and sort in ascending order based on the current records field value.
• Sort Descending - If you already have a filter applied, the Sort Descending command is available. Also used to include all records in the filter and sort in descending order based on the current records field value.

This field is visible for Clients who are licensed for more than one company.

Use the Company field to indicate the Company who is responsible for the payment of this invoice.

Note:  Only the Companies that the logged on User has rights to will display in this list. This is a required field for Multi-Company users.

Use the Recurring Invoice Type to group similar type invoices for updating purposes. These are typically defined to correspond with when the invoice needs to be created. (i.e. first of the month, quarterly, bimonthly, etc.).Type or select the Recurring Invoice Type you want to use. To add a new Recurring Invoice Type, double-click in the Recurring Invoice Type field, or type a new Recurring Invoice Type and press Enter. The Recurring Invoice Types add/edit list displays.

Use the Temporary Hold check box to put this Recurring Invoice on temporary hold. After you update Recurring Invoices to Invoice Entry, the Temporary Hold will clear and will be available for the next update.

Use the Permanent Hold check box to put this recurring invoice on hold so this recurring invoice will not be selected for updating to Invoice Entry. A recurring invoice may be put on hold if there is a dispute over merchandise delivered or for some other reason. If an invoice is put on a Permanent Hold status, you may use the Notes area to explain the reason for the hold. This will help ensure that everyone knows why this recurring invoice is on hold.

Use the Vendor # field to enter a unique Vendor Number to identify the Vendor record.Type the Vendor Number in this field, or use the Lookup to locate the Vendor Number.

Tip:  If a Vendor Number and Invoice Number are entered, and there is an exact match to an existing record, that record will display.

Use the Invoice # field to enter a unique Invoice Number to identify the invoice throughout the system. The system appends the Invoice Date to the Invoice # when updating to Invoice Entry. This ensures that each Recurring Invoice has a unique Invoice #. Type the Invoice # in this field.

Tip:  If a Vendor Number and Invoice Number are entered, and there is an exact match to an existing record, that record will display.

If this invoice is based upon an existing purchase order, type the Purchase Order number here, or use the Lookup to locate the Purchase Order number.

If you have entered a Vendor # and then used the Lookup feature, the system will display a list of open Purchase Orders just for this Vendor. If you did not enter a Vendor # and then went to the Lookup screen, all open Purchase Orders in the system will display.

Use the Invoice amount field to enter the recurring amount of the invoice. The same amount is used each time you update. You may edit the amount prior to the update or edit the amount in Invoice Entry.

Use the End Date field to enter the last date you want the Recurring Invoice to update to Invoice Entry, or use the Date Control to select a date. You may leave this field blank if the Recurring Invoice is indefinite.

Use the Payment Method to select the method used for paying an invoice. The default method is Check, unless the Vendor is set up as a NACHA vendor, then the default is NACHA. If you select Credit Card, then the Credit Card Vendor is required. For more information, see Adding a Credit Card Vendor.

Select Check to pay the invoice with a check.

Select Credit Card if the invoice is being paid with a credit card. A check is not created to pay this invoice.

Select NACHA to pay the invoice electronically by transmitting the payment to the Vendors bank account.

Use Memo Lines to enter information to print on the stub and advice of checks issued to a Vendor. Memo Lines print on the check stub under the Memo, next to Invoice Date, Invoice No., Amount, Discount and Net Amount information. Memo Line fields are populated by default with any information that may be entered in the Vendor Master File (Payments tab), but you may overwrite this information.

Use the Include on 1099 check box if this vendor requires a 1099 at the end of the year. If the Vendor is a corporation and does not require a 1099 , leave the check box cleared. Normally, any non-corporate vendor who is paid more than $600.00 a year is issued a 1099 form at the end of the year.

Note:  You may generate a Vendor 1099 report (from the Accounts Payable Reports Menu) at the end of the year for every vendor that has Compute 1099 selected. The report lists each vendor with the total amount paid during the year. The amount paid is calculated by looking at each individual invoice paid that is selected for Include on 1099. Likewise, payments made to a vendor that were Apply To Expenses and that have Include on 1099 selected are also included. If this check box was not selected on the Invoice or Payment record, the amount is not included.

Use the Pay Use Tax check box if your company is required to pay Use Tax for items on this recurring invoice. If the Vendor does not charge sales tax on the items you purchase from them, you will normally have to pay Use Tax on those items purchased at appropriate times during the year. If the Pay Use Tax is selected, two additional fields are required for entry. Enter the amount of the recurring invoice that is subject for paying Use Tax in the Use Tax Amount field. This is normally the total invoice amount, but it is possible that not all items listed on the invoice should be taxed. You must also select the Use Tax Code to define the taxing authority to be paid. Based on the tax rates that are set up with the Use Tax Code, the system will calculate what Use Tax is owed to each tax entity when running the Use Tax Due report for any invoices that are marked to Pay Use Tax.

Use the General Ledger Distribution grid to enter the General Ledger Account Number you want to distribute the recurring invoice amount to and the Job Number to charge for this distribution.

If your cursor is in the Amount field and you want to distribute the entire Invoice Amount, you can press the space bar and the Invoice Amount will populate the Amount field in the GL Distribution grid.

If you have already added a partial Amount to the GL Distribution grid, you can press the space bar and the remaining amount (the portion that has not been distributed) will populate the Amount field in the GL Distribution grid. Once you tab off the line item in the GL Distribution grid, the Amount Left is recalculated to a zero amount.

Note:  For single companies - If you enter a balance sheet account number, the Job Number will default to [None].For multiple companies - If you enter a balance sheet account number, you will need to select a Job Number.

Note:  If you have entered General Ledger Distribution information in the Vendor Master File (Invoices tab) for this vendor, click the Lookup button. The Lookup feature will display only the default GL number and Job number information specifically for this Vendor.

If you attempt to change the Job Number to a Job that belongs to another Company, the system will display a message to the effect that the company of the Job Number selected differs from the company on the Invoice. This entry will create a Due To/Due From entry in the General Ledger.

Amount Left

The Amount Left field displays the amount of the invoice that has not been distributed. When the entire invoice amount has been distributed, the value in this field will be $0.00. The invoice cannot be saved until the invoice amount and distributions equal one another. The system displays a warning message if the Amount Left is not zero, but you may still save the recurring invoice.

Click to display a list of invoices for this Vendor. The Get Selected Invoice GL Distribution pop-up window displays a list in descending date order. Select the invoice from the list and the GL Distribution grid will populate with the information from the selected invoice. If the GL Distribution amount is different than the current Invoice Amount you will need to make an adjustment equal to the invoice amount so that the Amount Left is $0.00.

Click the Get Purchase Order button (or press ALT + P) to display a list of Purchase Orders for this Vendor. The list displays in descending date order.

When you enter a PO Number in the P.O. #, and then click Get Purchase Order, the system will get the GL Distribution Information from the Purchase Order. The system displays a warning message If there is not GL Distribution information for the selected Purchase Order.

Use the Notes field to enter any notes pertaining to this recurring invoice.

The AP Recurring Invoices screen has its own Security Group, AP Recurring Invoices.

The AP Recurring Invoices screen is also part of the AP ALL Security Group.

This screen has the Read-Only Feature. For more information see Learning about Read-Only Security.