Create a recurring AP purchase invoice from an existing AP purchase invoice

Quickly create a recurring AP purchase invoice from an existing AP purchase invoice using the Create recurring transaction option.

Automatically copy AP purchase invoice details into a recurring AP purchase invoice template

1. Go to Accounts Payable > All > AP purchase invoices.

2. Find the AP purchase invoice you want to use as the basis of your recurring AP purchase invoice.
3. Select Edit.
4. Select More actions > Create recurring transaction.

   The Recurring AP purchase invoice page appears, populated with data from the AP purchase invoice you were viewing.

5. If Accounts Payable is configured to require AP purchase invoice numbers, enter a AP purchase invoice sequence number.

   Each recurrence of the AP purchase invoice automatically receives an incremented number from the defined sequence type. This number prints on the remittance stub, not on the cheque itself.

   Create a document sequence number for your recurring AP purchase invoice

   1. From the AP purchase invoice sequence number dropdown, select Add.

   2. Enter a Sequence ID.

      Decide how to identify the sequence. To make all sequence IDs for recurring AP purchase invoices easy to find, you might enter an ID that starts with Recur (or an abbreviation that makes sense to you) followed by the supplier name. For example, RecurAAAFinance for a recurring AP purchase invoice from AAA Finance.

   3. Enter a Sequence name if you want it to appear differently from the Sequence ID.
   4. Keep Sequence type set to Numeric.

   5. Enter a Numeric sequence length, considering the maximum number of AP purchase invoices you want to record.

      For example, a sequence length of 3 will potentially allow a maximum of 999 sequences.

   6. Enter a Primary sequence that serves as the starting number in the sequence.

      For example, if you have a Numeric sequence length of 3 and you enter 1 as the Primary sequence, the first AP purchase invoice uses a sequence of 001, and the second 002, and so on.

   7. Enter a Fixed prefix, Fixed suffix, and Separators based on how you want the sequence to look.

      For example, to create a sequence where the recurring AP purchase invoice numbers between with AAA-, enter AAA as the Fixed prefix and - as the Separator before the Primary sequence. 

      As you make changes, you can preview how AP purchase invoice numbers will look by referring to the Next primary sequence at the bottom of the popup window.

   8. Select Save.
6. Edit the remaining details in the AP purchase invoice tab, as needed.

Next step: Define the schedule.

Define the recurring schedule

1. On the Recurring AP purchase invoice page, select the Schedule tab.
2. For Start date, enter the date when you want Sage Intacct to generate the first recurring AP purchase invoice.
   Next execution date is filled in automatically
3. For Repeats, select the time interval when the AP purchase invoice recurs, then enter the number of intervals into Every.
   For weeks, months, and years, the AP purchase invoice recurs at the next interval on the same day as the start date. For example, if you set a start date on the 15th of the month and recur monthly, the AP purchase invoice generates each month on the 15th.
   Scheduling examples

   Examples of intervals for recurring AP purchase invoice schedules

   Repeats	Every	Schedule
   Days	1	Every day
   Days	15	Every 15 days
   Months	1	Monthly
   Months	2	Every other month
   End of month	1	End of every month
   End of month	6	Twice annually, end of month
   Months	3	Quarterly
   Years	1	Annually

    
4. For Ends, select the appropriate termination value for this AP purchase invoice.

   Recurring AP purchase invoice termination schedule

   Ends	Description
   Never	Runs the recurring AP purchase invoice schedule until you deactivate or delete the recurring AP purchase invoice template. This is common for AP purchase invoices like ongoing services that have a set price.
   After ____ occurrences	Runs the recurring AP purchase invoice for a set number of intervals. This setting is often used for debts that are being paid over time. Setting the number of occurrences eliminates the possibility of making payments after the debt is paid off. Example: If you’re making 18 monthly payments to a supplier, Repeats are Month, Every is 1, and After ___ occurrences is 18.
   On ____	Ends the recurring AP purchase invoice on a set date. Example: Say that you know that your contracted obligation with the supplier ends on a set date. After the contract ends, it will be renegotiated and the billing terms might change. Create the recurring AP purchase invoice template for the current amounts and terms and enter the date when the last AP purchase invoice for the current contract will be generated. When the contract is renegotiated, create a new template to set up recurring AP purchase invoices.

5. Enter an Email address of the contact who should be notified if a recurring schedule failed.

   This can be someone other than the person who created the schedule.

6. Select Save.

The recurring AP purchase invoice is added to the list of AP purchase invoices to generate automatically on the schedule you specified.