Recurring Payments Overview Recurring payments can be created for payments that should be generated on a user-defined periodic basis. Recurring payments are typically set up for payments that are a fixed amount (i.e. rent), and are paid at intervals, such as monthly or quarterly. It is not recommended that payments use varying distributions over multiple periods. Multiple payments can be combined in one recurring payments batch. However, they must be for the same Property ID. I. Create a Recurring Payment Navigate to: Accounts Payable>File Maintenance/Lists>Recurring Payments Press <F5> to insert a new Recurring Payment batch. Batch ID Within the Parameters file, there is a field called Next Batch ID. If this field has a value, the system assigns the Batch ID based on that value. As the Batch ID is assigned, the Next Batch ID counter is incremented by 1. The system-generated ID can be overwritten with a five character alphanumeric code. NOTE: The Next Batch ID field in the Parameters file can be left blank, so the Batch ID is always user-defined. Property ID (multi-property only) Enter the Property ID for the batch. Press <F2> to continue to the Recurring Payments screen. Page 1 of 8
Payment No. The system automatically assigns the next available Payment Number when a new recurring payment is added. Vendor No. Enter the Vendor Number or press <Ctrl-L> to search for the vendor. Description (optional) Enter a description for the recurring payment; it will be displayed in the invoice description field when Recurring Payments are generated. Generation Months 12 letters are displayed, identifying each month of the year plus a thirteenth month (t), for those installations using thirteen fiscal periods. Delete the letters that identify the months in which this payment is NOT to be created. Each letter must remain in the same position it was originally displayed. NOTE: When a month is skipped, it is important to leave a blank for that month. For example, if September is to be skipped, this field would show JFMAMJJA OND Day to Pay Enter the day of the month to be used as the invoice date. Depending on the entry in the 13 Month Basis? field, the Day to Pay specifies either the day of the period or the day of the month. Start Mo/Yr Enter the calendar month and year of the first period that the recurring entry should be generated. Page 2 of 8
Amount Enter the amount of the payment. Limit (optional) Enter the maximum amount to be generated for the recurring payment. Once the Generated to Date has reached the limit, the payment is no longer generated. The system does not generate a partial invoice if it is close to the limit. If this field is left blank the recurring payment is unlimited. Tax Exclusion (optional) Enter the portion of the invoice that is to be excluded from tax. Any amount entered is deducted from the payment amount before any tax calculations are made. Tax Method (optional) U E Use Tax Egyptian Sales Tax Generated to date This is a system-maintained file that accumulates the total amount generated for the recurring payment. If the invoice transaction is deleted before posting or if the invoice is voided, the system will automatically adjust the amount. 13 Month Basis? (applicable only in a 13 period database) Yes The recurring payment generation is based on a 13-period fiscal year. The Day to Pay field corresponds to a day in the 28-day accounting period. Example: If a 2 is entered in the Day to Pay field and the current accounting period is the second period of the year, the 2 represents January 30 th, since this date is the second day in the accounting period. No The recurring payment generation is based on a 12-month fiscal year. The Day to Pay field corresponds to a day in the calendar month. Example: If a 2 is entered in the Day to Pay field and the current month is February, the 2 represents February 2 nd, since this date is the second day in the calendar month. FC Invoice (optional) Enter the Foreign Currency code for posting invoices, if applicable. FC Payment (optional) Enter the Foreign Currency code for payment of invoices, if applicable. Page 3 of 8
Post Liability? The selection from the Vendor File is the default, however it can be overridden. Yes No Post to General Ledger Do not post to General Ledger Liability Account Enter the liability account; the default is the liability account in the Vendor file. Terms Code Enter the Terms Code for the payment; the default is the Terms Code set in the Vendor File. Press <F2> twice to save and continue to the Line Item Distributions screen. Seq The system assigns a sequence number to each line item. Account Enter the G/L account to charge. Description (optional) Enter a description for this line item distribution. Account Name The name of the G/L account will be displayed. Amount Enter the amount to be posted to the G/L account. A credit entry requires a minus sign. Tax? Select whether or not to calculate tax. Page 4 of 8
Code If Yes is selected in the Tax? field, the A/P Tax Code must be selected. Line Item Totals Inv Amount The invoice total from the previous screen is displayed. Total The total of the line item distributions entered. Remaining The remaining amount to be distributed; this is the difference between the invoice total and the total of the line item distributions, and it must be zero for the recurring payment to be set up correctly. Press <F2> to save the payment. Page 5 of 8
II. Generating Recurring Payments Navigate to: Accounts Payable>Transactions>Invoices>Data Entry Press <Ctrl-F1> to generate Recurring Payments. Current Mo/Yr The current calendar month and year of the A/P application is displayed. Generate Mo/Yr Enter the calendar post month and year for the recurring payments batches. Property (multi-property only) Enter a Property ID to generate recurring payments for one property; leave blank for all. Last Generated for The last period for which recurring payments were generated, the User ID of the staff member who generated the batches, and the generation date. NOTE: If recurring payments have already been generated during the current month a warning is issued. Press <F2> to generate the recurring payments. Page 6 of 8
The following message will display: Select Yes to continue to the Batch selection screen. Select the batches to generate and click Continue to generate the recurring payments. Page 7 of 8
III. Edit Recurring Payments Any changes can be made to the recurring payments batch(es) in Data Entry. If the payment amount is changed it will not affect the Generated to Date amount in File Maintenance. IV. Edit List Run the Invoices Edit List to verify the accuracy of the payments; it will display any warnings or errors. V. Post Once the Edit List is error-free, the batches can be posted. During the post process the Invoices Journal is printed and the batches that are error-free are posted. If there are any further inquiries please refer to our website or contact the Data Plus Support department. Website www.dphs.com/support/ Data Plus Support 978-888-6300 Ext 3 support@dphs.com Page 8 of 8