How do I setup recurring payables?

Melanie Courtney

Go to Common Services, Schedules and ensure there is a schedule there that you will use to assign to the recurring batch.  It is very important to have the correct start date so that the invoice generation will not start too soon or too late.  You can select any day of the month for the batch to be generated, and you can also set up a reminder for future months to give you a reminder which will show up when you log on to Accpac. Screen shot sample:

To setup recurring payables in AP:

  1. Select the recurring payables icon from AP Vendors.
  2. Type in a code to identify the recurring payables
  3. Select the first vendor
  4. Type in a description for all of the recurring payables to be included
  5. Select or create a schedule code to use
  6. Type in a start date for the recurring payable for this Vendor to begin
  7. Type in an expiry date, if required.
  8.  If there is a maximum amount to be invoiced enter it in the max. amount field.  The Vendor will not be included in the recurring payables batch   once the maximum has been reached.  Leaving it at $0.00 means there is no maximum amount to be invoiced.
  9. If the cheques are going to be made payable to another part select or create a remit to location
  10. Enter a description for this vendor’s recurring payable.  This description will become part of the invoice batch that is created.
  11. Select the appropriate terms code for this Vendor’s recurring payable.
  12. Enter a PO and Order number if required.
  13. On the detail tab, enter the GL account distribution details and amounts.
  14. Review and change the tax information on the tax/totals tab if required.
  15. Click on the Add button to add this vendor to the recurring charge code
  16. Return to the Vendor number field and select the next Vendor to be part of this recurring charge code.
  17. Change any information as required on the invoice tab, and enter GL distribution information on the detail tab and add this Vendor to the recurring charge.
  18. Repeat the 2 steps above until all Vendors required are part of the recurring charge code.

 

There are 2 ways to create a recurring batch in Accounts Payable. If the schedule you are using for the recurring charges also included a reminder list then when you sign into Sage Accpac, a reminder list will appear.  You can select the recurring charge and then select the process button to have an invoice batch created for you.

If the schedule does not contain a reminder list, you can create the recurring payables batch from the A/P Periodic Processing menu and then selecting the create recurring payable batch icon.

create-recurring-payable- 

Select the correct run date and range of recurring payables to process and then select the process button.  An AP Invoice batch will be created.  The AP Invoice batch can be modified to include any additional entries or entries in the recurring batch can be modified and deleted.  Do not delete the recurring batch unless you are absolutely certain as you cannot create another batch for the same run date a second time.