Entering Recurring Payments

You can use the Recurring Payments option for payments that you make at regular intervals.For example, monthly utility payments.Vendors or accounts do not change each month. The only change when making monthly utility payments are the payment amounts.

After a payment group is established, you can access that payment group in the Recurring Payments form the next time a recurring payment is made. When the payment group is accessed, you can click the Zero Amounts button to clear the previous amounts, enter the new amounts, and create the payments. This saves you the time

Recurring Payments for a New Payment Group

Follow this procedure to enter a recurring payment for a new payment group.

To enter a recurring payment for a new payment group:

  1. In the Payment Group field, type the unique identifier for the recurring payment. You can enter up to 4 alphanumeric characters.

Note: When a new payment group is defined, the group is automatically added to a List of Values table. You can click the List of Values button to select this group to process future payments.

You can view the payments using the Direct Payment Entry form or by running a Payment Request Edit List Report.

Create Recurring Payments for an Existing Payment Group

You can view the payments using the Direct Payment Entry form or by running a Payment Request Edit List Report.

Viewing Recurring Payment Details

After identifying the vendors and payment amounts included in the recurring payment, you can view the payment details, vendor’s payment address, and associated cash account. You can change only the cash account; all other fields are for informational purposes only.

  1. On the Recurring Payments form, enter the basic recurring payment information or click the Find button to search for the recurring payment you want to view.
  2. Click the Details button. The Recurring Payments form appears.

  1. The Cash Account Number field displays the cash account number associated with the account number entered for the vendor displayed. To change this field, clear the field, and then click the List of Values button to select the new cash account number.
  2. Click the List button to return to the Recurring Payments form.

Entering Recurring Payments by Vendor

You can use the Recurring Payments by Vendor function for payments that you make to specific vendors at regular intervals. For example, you can use this form to make monthly telephone bill payments. When making telephone bill payments, the vendor is the same but you can break the payments down by telephone number or account. You can also bill the charges to different accounts as well as mass load specified information into each payment line item.

After a payment group is established, you can access that payment group the next time a recurring payment is made. When a payment group is accessed, you can clear the previous amounts, enter any new amounts, and create the payments. This saves you the time of entering the vendor and account number each time recurring payment is made.

NOTE: This program displays an Insufficient Fuds warning when a payment amount exceeds the budget amount for the distribution account when the Direct Payment Ignore Over Budget profile is No in the Organization Master.

Entering the Recurring Payment Header for New Vendor

Use the Load button to automatically populate the following fields on the lines of the recurring payment: Vendor, Invoice No, Invoice Date, Claim No, Bank No, Description, and Pay Date.

  1. In the Payment Group field, type the unique identifier for the recurring payment. You can enter up to 4 alphanumeric characters.

Note: When a new payment group is defined, the group is automatically added to a List of Values table. You can click the List of Values button to select this group to process future payments.

Adding Line Items to a Recurring Payment

  1. Leave the Seqfield blank to generate the line number automatically.

Tip: You can use the Resequencebutton to resequence the lines after entry is complete.

  1. Select the specific line items to include for each check from the list provided. For example, you can print line items 1, 3, and 5 on one check and print line items 2 and 4 on a different check. The default is 1st Check.

Deleting a Line item from a Recurring Payment

  1. Delete line, click the Resequencebutton to resequence the remaining line items, save

Recurring Payment for an Existing Payment Group

  1. Click the Find button to display the form in Find mode.
  2. Payment Group list, select the payment group for this recurring payment. The payment group details are automatically populated.
  3. Change description of this invoice (if applicable). NOTE: If applicable, click the Load button to change each line item (available for all fields)
  4. Change Invoice Date If applicable
  5. Claim No, type a new claim number for this invoice, if applicable
  6. Bank No
  7. Date to Payfield, type the date by which the invoice must be
  8. Click the Zero Amounts button and then click Yesto change the current payment amounts to zero for each line item.
  9. In the Payment field, type the dollar amount of the recurring payment for this line
  10. When all payment amounts are entered, click the Save button to save the record or click the Create Payments button to generate the payments. You can view the payments using the Direct Payment Entry form or by running a Payment Request Edit List Report.