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Recurring Payables

  • 1.  Recurring Payables

    Posted 15 days ago
    Is there any way to set up a recurring monthly payable (Auto allowance, personal cell phone allowance) outside of Scheduled Payments?  It seems that that task is to be used for loan amortization payments only.

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    Sue Kapis
    Vice President of Operation
    Park City Chamber of Commerce Convention & Visitors Bureau
    Park City UT
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  • 2.  RE: Recurring Payables

    SILVER CONTRIBUTOR
    Posted 14 days ago
    Hi @Sue Kapis,

    Yes - you can use Recurring batches in AP for any type of simple recurring payable invoices​. You can also change the invoice amounts for the unposted recurring invoices in your recurring batches, such as to reflect an increase in a rent amount or a cell phone allowance.

    In the Payables Batch Entry window, create a new batch for your monthlies or a particular type of recurring payments, like MONTHLY RENT, choose the Origin, enter an optional comment on the batch, and choose from a number of 'Frequencies' - Weekly all the way to Quarterly and even 'Miscellaneous', which allows you to choose the number of days to increment, such as every 3 days.

    You can also choose the number of times the batch should post before the batch is no longer available, along with any of the transactions in it.

    In my screen image below I've chosen monthly, so every transaction I add to this batch will increment by one month. I've also purposely left the 'Recurring Posting' field at 0, so the batch remains until it is manually deleted.
    Recurring AP Batch Entry window
    When the batch is posted, GP will append a recurrence number (my term) to the end of the voucher number for an invoice, so the 'root' voucher number remains the same throughout all postings for this recurring invoice.

    Once I've posted the batch one time, the invoices in my monthly batch all advance the next invoice date by one month, and in the image below my batch date increments by a month and GP tells me the last date it posted, along with how many times the batch has been posted.

    Recurring Batch posting
    Also, it's a good idea to make sure that the option 'Recurring Transactions Only' radio button is selected for 'Allow Duplicate Invoices Per Vendor' in the Payables Setup window as shown below:
    PM Setup window


    Hope this helps!

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    Jeff Pfershy
    Sr Business Analyst
    BluJay Solutions Inc
    Holland MI
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  • 3.  RE: Recurring Payables

    Posted 14 days ago

    Thanks, I will give it a try.

     

    Sue Kapis

     

    Vice-President of Operations

    Park City Chamber/Convention & Visitors Bureau

    (435) 649-6100

    www.VisitParkCity.com

     






  • 4.  RE: Recurring Payables

    TOP CONTRIBUTOR
    Posted 14 days ago

    You do not need to use scheduled payments only for loan payments. In fact, the first time a client of mine used it was due to an invoice from a vendor that was to be paid in three separate payments. The client did not want to have to worry about the invoice appearing as overdue.

     

    You can also set up recurring payables batches.

     

     

    Charles Allen

    Senior Consulting Manager | BKD

    2700 Post Oak Blvd. Suite 1500

    Houston, TX 77056

    713.499.4629 Direct

    713.494.2104 Mobile

     

    Solver badge-7829

     

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  • 5.  RE: Recurring Payables

    TOP CONTRIBUTOR
    Posted 14 days ago
    Hi @Sue Kapis

    I agree with both of these fine gentlemen!  A recurring batch is great for things like rent, auto allowances, etc, and it WILL advance the transaction and posting date depending on you batch recurrance settings.

    Scheduled payments is also a bit awesome, but usually reserved for invoices that would charge interest and has a specific pay-off period.  For instance, to set that up for a recurring rental payment you would need to enter an invoice for a full year of rent and then setup the scheduled payment for the 12 payments (interest is not necessary).  Scheduled payments also adds a ton of unnecessary steps whereas a recurring batch is much more simplified.

    However, you MUST remember to post these MONTHLY or they will not get posted.  Many users thing that recurring batches will post themselves, but that is not the case.  Yet, if you require an auto-batch posting there are several software's on the market that will post batches for you, and most of them are highly configurable.

    Good luck, my vote is for the recurring batch in this one for its simplicity and closer match with the actual need on this.

    But, I AM a big fan of Scheduled Payments for anything that needs an amortization chart!​

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  • 6.  RE: Recurring Payables

    TOP CONTRIBUTOR
    Posted 14 days ago
    Great explanation for Recurring Batches.  Is there a way to control the "RECURRENCE NUMBER".  Our system is appending 11-12 digits to the original voucher number.  The full voucher number does not even display on reports because it is so long.  I am considering alternatives to using recurring batches because of this.

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    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
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  • 7.  RE: Recurring Payables

    SILVER CONTRIBUTOR
    Posted 12 days ago
    Hi @Thomas Hill,

    I did a bit of testing with this, as I couldn't find a place where you can set the length of the recurring invoice number. I was initially hopeful that the recurrence number was the same length as the next voucher number, but alas, this does not appear to be the case (I'm using GP 2016 R2).

    I may be jumping to conclusions, but it appears that GP fills the entire field (20 characters) when assigning the recurring invoice number.

    Example 1
    Next Payables Voucher Number (in Payables Setup Options) set to 10 characters 'APINV00040'.
    Recurring Voucher Number becomes 'APINV000400000000001' (an additional 10 characters)

    Example 2
    Next Payables Voucher Number (in Payables Setup Options) set to 8 characters 'APINV041'.
    Recurring Voucher Number becomes 'APINV041000000000001' (an additional 12 characters!)

    This would be a great suggestion - configurable recurring voucher numbers.

    ------------------------------
    Jeff Pfershy
    Sr Business Analyst
    BluJay Solutions Inc
    Holland MI
    ------------------------------



  • 8.  RE: Recurring Payables

    TOP CONTRIBUTOR
    Posted 9 days ago
    @Jeff Pfershy Thanks for going above the call of duty.  You confirmed what I also suspected.  I am going to come up with a process using Integration Manager.  I have an integration to payables that works.  Our forms are not designed for 20-character voucher numbers.   ​

    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
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