AP: Creating a Recurring Invoice

You can use this procedure to set up regular payments to Vendors:

  1. On the WinTeam Main Menu, click Accounts Payable.
  2. Add the vendor to the Vendor Master File if vendor is not already in the system. For more information, see Adding a Vendor.
  3. On the Accounts Payable menu, click Recurring Invoices.
  4. 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. The Recurring Invoice Type is used later when identifying the recurring invoices to update to Invoice. Entry.
  5. Type the Vendor Number in the Number field, or use the Lookup to locate the Vendor Number.
  6. Type the Invoice # in the Invoice # field. The system appends the Invoice Date to the Invoice # when updating to Invoice Entry. This ensures that each recurring invoice has a unique Invoice #.
  7. Enter the amount you want to pay in the Invoice Amount field. The same amount is updated each time the Recurring Invoice is updated. You may edit this field prior to the update or in Invoice Entry.
  8. Enter the End Date. This is the last date the Recurring Invoice is updated to Invoice Entry. You may leave this field blank if the invoice is indefinite.
  9. Select the Payment Method for the invoice. The default is Check, unless the Vendor is set up as a NACHA vendor, then the default Payment Method is NACHA. If the Payment method is Credit Card, you must have a Credit Card Vendor set up. For more information, see Adding a Credit Card Vendor.
  10. Type any information that you want to print on the check stub in the Memo Line 1 and Memo Line 2 fields.
  11. If you are required to pay Use Tax for items purchased from this vendor, select the Pay Use Tax check box. 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 you do not ALWAYS have to pay Use Tax for this vendor, you should not select this. You can select the Pay Use Tax check box from the Invoice Entry screen for those invoices that the Use Tax applies to. If the Pay Use Tax is selected, two additional fields are required for entry. Enter the total amount of the invoice that is subject to the Use Tax in the Use Tax Amount field. This is normally the total amount of the invoice. You must also select the Use Tax Code to define the taxing authority to be paid.
  12. If you have previously entered General Ledger Distribution information for this vendor click the Get Selected button to populate the General Ledger Distribution grid.
  13. Click the Add New button to enter the General Ledger Number, Job Number, and Amount.
    The Amount Left must be $0.00 to save the record.
  14. Click Close to save the record.