This browse stores templates of vendor invoices that you can use over and over to automate bill paying. It is accessed from the A/P Main Menu.

A template is a copy of an A/P invoice; it looks just like an A/P Invoice you would enter into Vendor Invoices but it is not a new bill. It is the original from which you make copies that are A/P invoices. You create templates for any bill which will be repeated often or which will be repeated on a regular basis (weekly, monthly, quarterly, etc). Examples of such bills would include: car payments, rent, commission checks, utilities, loan payments.

Once these templates are created, they may be automatically copied into the Bills Browse as live Vendor Bills in two ways:

• If the Recurring Invoice is marked as Periodic, then you will be asked if you wish to generate a Vendr Invoice for it at the proper time in Business Reminders.
• You can also tag individual Recurring Invoices in this browse whenever you like and Simple Accounting will convert these tagged records into live Vendor Invoices.

Once a Recurring Invoice has been posted into the Bills Browse you can still edit it if you need to adjust various details such as the amount. This makes Recurring Invoices a time saver even for entries where the amount may change from time to time, such as utility payments.

Tabs

As in all Simple Accounting browse boxes, the order in which records are displayed depends upon the Tab you have selected:

Special Buttons

[Select A Vendor]	Use this button to select the Vendor for which to display existing templates. Seen only on the Vendor ID tab.
[Print]	Print a list of all recurring order templates.
[Find]	Brings up a Query window to help you locate a specific entry.
[Convert]	Generate new A/P Invoices from all tagged records.
[Auto Reminder]	Mark this record as Auto Recurring. This feature tells Simple Accounting to prompt you, on a regular basis, that a new A/P invoice needs to be generated from the template. If you answer ‘Yes’, the program then generates new A/P invoices from those that are now due. The reminder occurs when you start the program if you have checked the ENABLE BUSINESS REMINDERS? field <dawn> in Setup User Options. </dawn>You can select one of the following intervals: FREQUENCY DESCRIPTION Daily Every day Weekly Every seven days Bi-Monthly Every 14 days Monthly The same day each month Quarterly The same day of the month, every three months Yearly The same day of the year, once a year Simple Accounting uses the INVOICE DATE field in its calculations. For example, if you select ‘Monthly’ and the INVOICE DATE in the recurring order template is ’01/15/96′, then on the fifteenth of every month, you will be asked if you wish to generate a new A/P invoice for that template.

Procedures

CREATING A RECURRING VENDOR INVOICE

To create a new Recurring Invoice, follow these steps:

1. Press the [Insert] button.
2. Select a Vendor ID.
3. Most of the information is filled in for you using the information in the Vendor Master file. You may change any of these fields that you may need to. The START DATE defaults to the current date. The REFERENCE field is user-defined
4. To add the line item(s), press [Insert]
5. Select the EXPENSE ACCOUNT that the cost of this recurring invoice should be charged to.
6. Enter the AMOUNT. This can be changed as each recurring invoice is generated.
7. The DESCRIPTION and DISCOUNTABLE fields function exactly as the do in regular A/P Bills(Hyperlink to Editing Vendor Invoice Line Items here).
8. Click [OK] when done entering the line item.
9. Enter any other line items needed for this template invoice and when finished with all line items, click [OK] to save the Recurring Invoice transaction.

MANUALLY CONVERTING RECURRING VENDOR INVOICES TO A/P BILLS

To select one or more Recurring Invoices and immediately convert them to live Vendor Bills, regardless of their Frequency, follow these steps:

1. Tag the records you wish to generate new bills
2. Press the [Convert] to create the new vendor invoices.

CHANGED YOUR MIND?

If you accidentally convert a Recurring Invoice into a live Vendor Bill, simply go to the Bills Browse and delete it there.