Recurring Voucher Maintenance

Menu Path: Accounts Payable $Images\bluerarw.gif$ Vouchers $Images\bluerarw.gif$ Recurring Voucher Maintenance

Purpose

Set up and maintain recurring vouchers.

Overview

Use Recurring Voucher Maintenance to define a voucher that you can use to create vouchers on a periodic basis. Defining recurring vouchers simplifies the voucher creation process because you can enter all the voucher information in the recurring voucher. After you set up recurring vouchers, you can use them to create vouchers in Recurring Voucher Create with minimal data entry.

Defining a Recurring Voucher

To define a recurring voucher:

Click the New button in the ribbon.
Enter a recurring voucher number in the Recurring Entry # field.
Enter a description of the recurring voucher in the Description field.
Enter the supplier code or name in the Supplier Code or Supplier Name field.
Click the Lookup button to the right of the Currency field, and select the currency for the recurring voucher.
Enter the frequency of the voucher in the Frequency field.
Click the Lookup button to the right of the Frequency Basis field, and select the period of time for the voucher frequency.
If you do not want to allow the recurring voucher amounts to be changed when creating vouchers, select the Fixed radio button.
Click the Lookup button to the right of the Payment Terms field, and select the payment terms for the recurring voucher.
Click the Lookup button to the right of the Payment Method field, and select the payment method for the recurring voucher.
Click the Enter Expense Accounts button in the ribbon.
Enter the accounts and amounts for the voucher in A/P and Expense Accounts Entry.
Click the OK button in the ribbon. The recurring voucher is created.

Editing a Recurring Voucher

To edit a recurring voucher:

Enter the recurring voucher number in the Recurring Entry # field.
Click the Update button in the ribbon.
Edit the voucher information, as necessary.
Click the Enter Expense Accounts button in the ribbon.
Edit the accounts and amounts for the voucher in A/P and Expense Accounts Entry.
Click the OK button in the ribbon. The recurring voucher is updated.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Recurring Voucher Maintenance window.
New	Click this button to create a new recurring voucher.
Update	Click this button to update the selected recurring voucher.
Copy	Click this button to copy the selected recurring voucher.
Cancel	Click this button to cancel when creating, updating, or copying a recurring voucher, and clear all fields.
Enter Expense Accounts	Click this button to display A/P and Expense Accounts Entry, which allows you to enter account information for the voucher.
Supplier	Click this button to display Supplier Maintenance, which allows you to add, update, and delete suppliers.
Remit-To	Click this button to display Remit-To Address, which allows you to select or enter a remit-to address for the selected supplier.
Voucher History	Click this button to display Voucher Inquiry, which allows you to view voucher information for a supplier.
Billback Inquiry	This button is disabled in this window.
Notes	Click this button to display Notes Entry, which allows you to view and enter notes for a selected voucher.
Remarks	Click this button to display Remark Entry, which allows you to view and enter remarks to be placed on documents related to a selected voucher.

Ribbon Batch Tab Buttons

Button	Description
Select	Click this button to display Select a New Batch, which allows you to select a previously created batch.
Open	Click this button to display Open a New Batch, which allows you to create a new batch.
Close	Click this button to display Close A Batch, which allows you to close a batch.
Edit	Click this button to display Edit A Batch, which allows you to edit an existing batch.
Post	Click this button to display Accounts Payable Post, which allows you to post vouchers for the selected batch.

Main Tab Fields and Buttons

Field or Button	Description
Recurring Entry #	Enter an alphanumeric identifier for the recurring voucher, or click the Lookup button to select a recurring voucher number.
Description	Enter a description of the recurring voucher.
Supplier Code	Enter the supplier code for the recurring voucher, or click the Lookup button to select a supplier code.
Supplier Name	Enter the supplier name for the recurring voucher, or click the Lookup button to select a supplier name.
Currency	Click the Lookup button to select a currency for the recurring voucher.
Inbound	Select this check box to create a voucher for an inbound shipment that has not yet been received into a warehouse location. This check box is cleared by default. For a visual representation of the inbound voucher process, see Inbound Voucher Processing Diagram.
Type	This field displays IN to indicate the recurring voucher is for a supplier's invoice.
VAT Date	Enter the VAT date used to determine the exchange rate for the voucher, or click the drop-down arrow to select the VAT date. This defaults to the invoice date. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Frequency	Enter the frequency of the recurring voucher. Use the frequency as a guideline for how often to generate vouchers based on the recurring voucher. Setting up a frequency does not create a restriction of how often vouchers can be generated. The frequency is in the period of time entered in the Frequency Basis field.
Frequency Basis	Click the Lookup button to select the period of time for the recurring voucher frequency entered in the Frequency field. Setting up a frequency does not create a restriction of how often vouchers can be generated.
Default Exchange Rate	This field displays the default exchange rate for the voucher.
A/P Amount	This field displays the amount of the recurring voucher.
Apportioned/Fixed	Select one of the following options: Apportioned - The amount can be changed when vouchers are created based on the recurring voucher. Fixed - The amount cannot be changed when vouchers are created based on the recurring voucher.
Payment Terms	Click the Lookup button to select the payment terms for the recurring voucher.
Payment Method	Click the Lookup button to select the payment method for the recurring voucher.
Cash Account	Enter the cash general ledger account for the voucher, or click one of the Lookup buttons to select a cash account. This defaults from the default cash account for the supplier, or if the supplier does not have a default cash account, the system default cash account.
1099	Select this check box if the voucher requires a 1099 form. This check box is only available if the Requires 1099 check box is selected for the supplier in Supplier Maintenance.
Reporting Box	Enter the reporting box for the 1099 form type for the supplier, or click the Lookup button to select a reporting box. This field is only available if the Requires 1099 check box is selected for the supplier in Supplier Maintenance. This field defaults to the default reporting box entered for the supplier in the Reporting Box field in Supplier Maintenance. For information on setting up reporting boxes, see Form 1099 Reporting Box Maintenance.

Profitability Tab Fields and Buttons

Field or Button	Description
Customer Code	Enter a customer code for a customer cost allocation to associate with the voucher, or click the Lookup button to select a customer code.
Customer Name	Enter a customer name for a customer cost allocation to associate with the voucher, or click the Lookup button to select a customer name.
G/L Account (Customer)	Enter a general ledger account for a customer cost allocation to associate with the voucher, or click the Lookup button to select a general ledger account.
Amount (Customer)	Enter an amount of a customer cost allocation to associate with the voucher. This field defaults to the voucher amount minus the sum of all amounts in the Customer Cost Allocations grid.
Unapplied Amount (Customer)	This field displays the unapplied amount of the customer cost allocation.
Add (Customer)	Click this button to add the selected customer, account, and amount to the Customer Cost Allocations grid.
Remove (Customer)	Click this button to remove the selected customer, account, and amount from the Customer Cost Allocations grid.
Remove All (Customers)	Click this button to remove all customers, accounts, and amounts from the Customer Cost Allocations grid.
Customer Cost Allocations	This grid displays customer cost allocations associated with the voucher.
Product Code	Enter a product code for a product cost allocation to associate with the voucher, or click the Lookup button to select a product code.
Product Name	Enter a product name for a product cost allocation to associate with the voucher, or click the Lookup button to select a product name.
G/L Account (Product)	Enter a general ledger account for a product cost allocation to associate with the voucher, or click the Lookup button to select a general ledger account.
Amount (Product)	Enter an amount of a product cost allocation to associate with the voucher. This field defaults to the voucher amount minus the sum of all amounts in the Product Cost Allocations grid.
Unapplied Amount (Product)	This field displays the unapplied amount of the product cost allocation.
Add (Product)	Click this button to add the selected product, account, and amount to the Product Cost Allocations grid.
Remove (Product)	Click this button to remove the selected product, account, and amount from the Product Cost Allocations grid.
Remove All (Products)	Click this button to remove all products, accounts, and amounts from the Product Cost Allocations grid.
Product Cost Allocations	This grid displays product cost allocations associated with the voucher.
Supplier Code	Enter a supplier code for a supplier cost allocation to associate with the voucher, or click the Lookup button to select a supplier code.
Supplier Name	Enter a supplier name for a supplier cost allocation to associate with the voucher, or click the Lookup button to select a supplier name.
G/L Account (Supplier)	Enter a general ledger account for a supplier cost allocation to associate with the voucher, or click the Lookup button to select a general ledger account.
Amount (Supplier)	Enter an amount of a supplier cost allocation to associate with the voucher. This field defaults to the voucher amount minus the sum of all amounts in the Supplier Cost Allocations grid.
Unapplied Amount (Supplier)	This field displays the unapplied amount of the supplier cost allocation.
Add (Supplier)	Click this button to add the selected supplier, account, and amount to the Supplier Cost Allocations grid.
Remove (Supplier)	Click this button to remove the selected supplier, account, and amount from the Supplier Cost Allocations grid.
Remove All (Supplier)	Click this button to remove all suppliers, accounts, and amounts from the Supplier Cost Allocations grid.
Supplier Cost Allocations	This grid displays supplier cost allocations associated with the voucher.