Periodically recurring invoices

  • 10 minutes

Your organization can set up recurring invoices in Accounts payable to streamline your business processes. Accounts payable invoices are automatically generated and posted depending on the specified occurrence and amount. When setup is complete, you're not required to do manual intervention.

Before you can set up periodically recurring invoices in Accounts payable, you need to turn on the Enable recurring AP invoice feature in the Feature management workspace. Then, you need to ensure that the system generates a number sequence for Invoice vouchers in the Accounts payable area. If the system doesn't generate a number sequence, you need to generate one by going to Organization administration > Number sequences > Number sequences.

Create a vendor invoice template

Vendor invoice templates store all vendor invoice information, eliminating the need for you to enter vendor invoice information for each separate invoice. You can use the same vendor invoice template for multiple vendors. To create a vendor invoice template, follow these steps:

  1. Go to Accounts payable > Invoices > Recurring invoices > Vendor invoice template.

  2. Select New on the Action Pane and then enter a Template name and Description.

  3. On the General FastTab, select a Posting profile.

  4. Specify a Method of payment by expanding the Payment FastTab.

  5. Expand the Financial dimensions FastTab and then specify the financial dimensions for the vendor invoice.

    Screenshot of the Vendor invoice templates page, showing the Financial dimensions FastTab.

  6. On the Invoice lines FastTab, select Add.

  7. Enter information on the invoice line.

    Note

    If you don't use Procurement categories or Items in the vendor invoice lines, you can select the main accounts that you need to use for your lines by selecting Distribute amounts. Make sure that you enter a main account for each vendor invoice line in the invoice template.

    Screenshot of the Vendor invoice templates page, showing the Distribute amounts option.

  8. Select Save.

To link a vendor invoice template to a vendor record, follow these steps:

  1. Go to Accounts payable > Vendors > All vendors to add the template to your desired vendor.

  2. Select Invoice on the Action Pane under Recurring invoices.

    Screenshot of the All vendors page, showing the Invoice option.

  3. Select New on the Action Pane and then enter the required information. The purpose of this page is to link your vendor invoice template to a vendor record and to define the frequency of the recurring invoices for the vendor.

  4. You can also specify a Billing start date and End date. After you save the information, the system links the invoice template to the vendor.

Generate recurring invoices

To generate the recurring invoice, follow these steps:

  1. Go to Accounts payable > Invoices > Recurring invoices > Generate vendor recurring invoices.
  2. Select the Invoice date, Generation date, and Template.
  3. Select OK. An alert in the Action center notifies you that a recurring invoice has been created successfully. The system generates the invoice automatically based on the frequency that you previously specified on the vendor record.

Post pending vendor recurring invoices

To post the pending vendor recurring invoice, follow these steps:

  1. Go to Accounts payable > Invoices > Recurring invoices > Post pending vendor recurring invoices.
  2. Select the recurring vendor invoice that you want to post and then select Post and transfer.