1. Accounts Payable > Tasks > Transactions > Recurring Bills

Transcription

1 1. Accunts Payable > Tasks > Transactins > Recurring Bills 1. On the Applicatins menu bar pint t Accunts Payable > Tasks > Transactins > Recurring Bills, and then click + t the left f the Recurring Bills. Tip: T use an existing bill as the basis fr the recurring bill, g t Accunts Payable > Bills, pen the bill, and click the Repeat buttn at the bttm f the screen. 2. On the Bill tab, enter details abut the bill. Required fields Descriptin Vendr Chse the vendr yu re paying. Bill sequence number If yur Accunts Payable preferences have been set up t require bill numbers, chse a numbering sequence that Intacct can use t autmatically generate bill numbers fr recurring bills.

2 Term Chse the AP terms that the vendr extends t yu. If yu chse a default AP term n the vendr s recrd, this will be pre-filled fr yu. Line item details: GL accunts and amunts Fr each line item n the bill, select the GL accunt and enter the amunt. Yu may als want t pick the crrect dimensinal infrmatin. 3. Add r edit any ther infrmatin as needed, just as yu wuld fr a regular bill. Infrmatin such as the reference number, descriptin, r cntract ID can be used fr searching and reprting n the bill later n. 3. Yu can ignre the Additinal Infrmatin tab. If the situatin arises where yu need t specify different PayT r ReturnT infrmatin fr the vendr, yu can d s n the Additinal Infrmatin tab. Nte: The Vendr and Term n the Additinal Infrmatin and Schedule tabs are fr reference nly. Yu can edit them nly frm the Bill tab. 4. On the Schedule tab, indicate when the first bill shuld be created, hw ften it shuld be repeated, and when it shuld expire. Optins Descriptin Start date When the first bill shuld be created Ending n T keep the bill running perpetually, select Never. Otherwise, select a fixed number f bills t be created r a specific date when the recurring bill shuld expire. Repeat T have the bill repeat at regular intervals, select Days, Weeks, Mnths, r Years, then type the number f intervals in the adjacent text bx. Editing a recurring bill Yu can edit a recurring bill any time until the last scheduled recurrence f the transactin. Yur changes will apply nly t future transactins, and will nt affect previusly-created bills. 1. Lcate the bill in the Recurring Bills list, and click the Edit link. 2. Make yur changes. 3. On the Schedule tab, set the Next Executin Date t the date yu want the next bill t be created.

3 Setting the Next Executin Date can prevent an inadvertent extra recurrence f the transactin. Fr example, if a bill is created n May 12 and n May 13 yu change the recurring bill t run n the 16th f the mnth, yu wuld set the next executin date t June 16 t avid duble payments in May. Entering a recurring bill: Tab-by-tab Header tab On the Header tab, enter infrmatin that describes the bill: 1. Click Vendr, and then click an existing vendr, r click the New icn t create a new vendr. 2. T include a bill number, click Bill Sequence Number, and then click an existing sequence type, r click the New icn t create a new dcument sequence number. Yu can use the bill number t search, srt, and reprt n bills. 3. Type a Reference Number, and Descriptin if needed. Yu can use the reference number t search, srt, and reprt n bills. 4. (Optinal) If this recurring bill is part f an nging cntract, yu may want t add the cntract ID t this bill. T d s, in Cntract ID, type the identificatin number fr the cntract. T include a descriptin f the cntract, in Cntract Descriptin, type a brief descriptin f the cntract. 5. Click Term, and then click an existing payment term, r click the New icn t create a new AP term. 6. T permanently and safely stre a digital versin f a supprting dcument, in the drp-dwn next t Attachments, select an attachment, r click Add, then uplad ne r mre scanned images, spreadsheets, r wrd-prcessr dcuments as attachments. Tip: If yu are using Firefx, r IE 10 r later, yu can simply drag and drp yur files t add an attachment. 7. T deactivate a recurring bill withut deleting it, click Status, and then click Inactive. T reactivate a recurring bill, click Status, and then click Active.

4 8. If yur cmpany is using multiple currencies: a. Click Transactin Currency, and then click the currency being used fr this bill. b. If the transactin currency is nt yur cmpany's base currency, click Exchange Rate Type, and then click an exchange rate type such as Intacct Daily Rate r WSJ Published Rate. T specify additinal exchange rate types, under Cmpany, see ***Managing Exchange Rates. If yu knw what the exchange rate shuld be fr this bill r have cntracted a set rate with the vendr, yu can type it int Exchange Rate. Otherwise, the exchange rate is generated by the system at the time the ccurrence f the bill is generated. 9. In the Items sectin enter line item infrmatin fr each line item in this bill: a. Under GL Accunt (r Accunt Label if yu have enabled accunt labels), click the accunt pick list, and then click an accunt t receive the expense. b. If yu want t make a specific line item r items 1099-eligible fr this vendr, while excluding ther line items frm the 1099 fr this vendr, then, under Frm 1099, check the check bx fr each line item yu want t include n the At the end f the year, the ttal f the amunts fr payment line items fr this vendr are summed and inserted n the apprpriate line f the Frm Nte: A vendr must be set up as 1099 eligible in rder fr the system t track 1099 payments. See Tasks Setup Add Vendr fr details. Once the vendr is set up as 1099 eligible, the system assumes all line items are 1099 related. The user must use discretin when entering bills t de-select nn 1099 related items. e. In Amunt, type the item amunt f the item. Fr cmpanies using multiple currencies type the Transactin Amunt, which is the amunt in the transactin currency. The system then calculates the Base Amunt in yur cmpany's base currency accrding t the exchange rate listed in the header. f. If using the line item Allcatin field, then click allcatin templates fr individual items. Selecting a line item allcatin template verrides the allcatin template in the header. g. Type a Mem fr line items that might require explanatins at sme future date.

5 h. Select the apprpriate dimensins fr cding purpses. Additinal Infrmatin tab On the Additinal Infrmatin tab, set the fllwing: On the Additinal Infrmatin tab, yu can use the default Pay t Cntact and Return t Cntact that the system supplies based n the Vendr Infrmatin, r yu can select different cntacts. T select a different value fr either cntact, click the pick list, and then click yur preferred cntact. Nte: Vendr and Term n the Additinal Infrmatin and Schedule tabs are fr reference nly. Yu can nly edit them frm the Bill tab. Schedule tab On the Schedule Tab, enter infrmatin that established the recurrence schedule:

6 1. On Start Date, click the Date icn, and select a the first date n which yu want this bill t be generated. 2. Fr Ending n, select the apprpriate terminatin pint fr this bill: T keep the bill perpetually running, select Never. This is cmmn fr bills like nging services that have a set price. T have the bill run fr a limited number f times, select Number f Occurrences, and then in adjacent text bx, type the number f times yu want the bill t recur. This setting is ften used fr debts that are being paid ver time. Setting the number f ccurrences eliminates the pssibility f making payments after the debt is paid ff. T have the bill recur until a specific date, select End Date, then in the adjacent text bx, type r select the last date n which the bill is t recur. 3. Fr Repeat, select the frequency in which the bill is t recur: T have the bill ccurs nly nce, select Nne. Yu may want t select nne if yu are setting up a bill fr an item that might be recurring such as a 30 day trial fr a new service. Later yu can chse t change the schedule if the service becmes an nging expense. T have the bill ccur at regular intervals, select Days, Weeks, Mnths, r Years, then type the number f intervals in the adjacent text bx. Fr instance, if a bill nly ccurs every ther mnth, select Mnths and type 2. If yu select a time perid but d nt type a number, the system will default t 1. Fr weeks, mnths, and years, the bill will recur at the next interval n the same day as the start date. Fr instance, if yu set a bill start n the 15th f the mnth and recur mnthly, the system generates the bill each mnth n the 15th. T make a bill with a Mnths interval generate at the end f the mnth, select End f Mnth. Nte: Vendr and Term n the Additinal Infrmatin and Schedule tabs are fr reference nly. Yu can nly edit them frm the Bill tab. 4. Click Save. Nte: T save this recrd and create anther ne, click Save & New. Anther blank infrmatin screen displays fr yu t add a new recurring bill.

7 Field-by-field descriptins This table displays the Recurring bills infrmatin fields Field Nte Header Tab Vendr The vendr is the surce f the bill. Yu can either select a vendr frm the pick list r enter the name f the vendr fr the bill. Fr vendrs yu use repeatedly, it's best t enter them int the system. Bill Sequence Number Each ccurrence f this bill will get an incremented number frm a sequence type defined in Dcument Numbering (see the prcedure under Cmpany fr ***Managing Dcument Numbering). This number prints n the check remittance stub, but nt n the check itself. Reference Number This is a number such as a purchase rder r accunt number that may be useful in searches r reprts n this bill. This number shws n the GL Details reprt, but des nt print n the check r check remittance stub. Descriptin Enter infrmatin that yu want stred with this bill. This infrmatin prints n the Vendr Ledger reprt, but des nt print n the check r remittance stub. Cntract ID Often, recurring bills are the result f an n-ging cntract. Cntract Descriptin Use this field t enter ptinal infrmatin abut a cntract. This infrmatin des nt appear n the bill. Term The system uses terms selected here t calculate due date, discunts, and penalties assciated with this bill. T add term values, see the prcedure under Accunts Payable fr ***Managing AP Terms. Attachments T reference an attached dcument, yu must first lad the scanned image, spreadsheet, r wrd-prcessr dcument. Yu can prvide permanent, safe strage f attachments by uplading them t the Intacct system. Tip: If yu are using Firefx, r IE 10 r later, yu can simply drag and drp yur files t add an attachment. See Adding, editing, and viewing attachments.

8 Field Nte Status Active, Inactive. Set this field t inactive t suspend the autmatic prcessing f a recurring bill. Transactin Currency If yur cmpany uses multi-currency transactins, yu can select the currency fr this bill. T add a currency t yur system, see the prcedure under ***Cmpany fr Managing Transactin Currencies. Exchange Rate Type If yur cmpany uses custm exchange rate types, the Exchange Rate Type drpdwn list cntains chices fr them, where ne may als be a default. Fr example, yur cmpany culd have Mnthly, Weekly and Spt rate types alng with their varius exchange rates. Alternatively, if yur cmpany has nt defined any custm exchange rate types, yu can use the Intacct Daily Rate. Exchange Rate Yu may verride the default exchange rate. Fr example, if the system administratr has nt yet entered the rate fr tday, rather than letting the system default t the last rate entered, yu can enter it directly int this field. Items Sectin GL Accunt / Accunt Label T determine t which accunt the system assigns the expense, select the apprpriate accunt. T create a new accunt see the prcedure under General Ledger fr ***Managing Accunts. Department Where multiple departments exist, set the department t which yu want the system t assign the expense. Lcatin Where multiple lcatins exist, set the lcatin t which yu want the system t assign the expense. In the case f multi-entity structures f cmpanies that als use multiple base currencies, a lcatin is required. Frm 1099 If this vendr (r its assigned vendr type) is able t receive Frm 1099, the Frm 1099 check bxes are enabled; therwise they are grayed ut. Amunt Actual amunt f the transactin fr this item. If yu have enabled multi-currency, the system displays Trans. Amunt and Base Amunt instead. Allcatin Allcatin allws yu t select an allcatin template that specifies autmatic

9 Field Nte distributin f amunts in the Items sectin. Yu can als set allcatins fr individual items. This item nly displays if yu have enabled allcatin in bill entry. Trans. Amunt The amunt f the item in the currency yu set fr the bill. Base Amunt The amunt f the item in the base currency f yur cmpany. Fr example, if yur base currency is USD and yu create a 100 Eur bill, fr the Bill Line Item, yu see the bill with 100 Eur as the Trans. Amunt and 110 USD as the Base Amunt (assuming a 1.1 exchange rate frm Eur t USD). Mem The mem prvides infrmatin regarding this item that may be f use in the future. Refresh Clicking Refresh resets the number f line items t the number yu enter in Rws. Rws Rws indicates the number f line item rws yu want n this bill. After yu reset it, yu need t click Refresh t activate the change. Additinal Infrmatin Tab Vendr System autfills frm the bill tab. Nt editable. Term System autfills frm the bill tab. Nt editable. Pay t Cntact When yu first create the bill, the system uses vendr infrmatin t ppulate this field. The address assciated with the pay t cntact is used as the address fr the payment. If yu return t this screen t edit it and the infrmatin fr that cntact has changed since yu selected it, the system displays the "Get latest infrmatin" check bx. Return t Cntact When yu first create the bill, the system uses vendr infrmatin t ppulate this field. If yu return t this screen t edit it and the infrmatin fr that cntact has changed since yu selected it, the system displays the "Get latest infrmatin" check bx. Schedule Tab

10 Field Nte Vendr System autfills frm the bill tab. Nt editable. Term System autfills frm the bill tab. Nt editable. Start Date The date yu want the bill t start Ending n The time when the bill shuld stp recurring. Yu can select Never t keep it perpetually ging. Yu can select Number f Occurrences then type the number f times yu want t bill t recur. Or yu can set an end date after which the bill will n lnger recur. Repeat The frequency with which the bill recurs. Yu can select Nne, Days, Weeks, Mnths, r Years, then specify the number f time units between each recurrence. Fr instance, if yu have a bill that is paid nce a quarter, yu can select Mnths and type 3. Yu wuld use Nne if yu are setting up a bill that may later be recurring, but yu nw nly want it t run nce. Fr instance, yu may be trying ut a new service n a 30 day trial. After the trial, yu can change the schedule r delete the recurring bill. If yu have set a bill t pay in mnths, yu have the ptin f having the bill generate at End f the Mnth regardless f the start date. Otherwise, the bill will generate n the same day f the mnth as the start date.