Field descriptions: Recurring Bills

Add

Opens the page where you can create a recurring bill template.

Delete

Deletes selected recurring bills, where delete operations are allowed.

Done

Exits the Recurring bills list.

Export

Export the current view of the Recurring bills list using one of the following file formats:

• CSV
• Excel
• Word
• PDF

Include inactive

Includes recurring bills that have been deactivated in the list. These recurring bill templates no longer generate bills.

Edit

Opens the recurring bill template in edit mode. Learn more about how to edit recurring bills.

The Edit link does not appear for the following recurring bills:

• Recurring bills that have completed their schedule.
• Recurring bills not owned by the entity. Edit these from the top level.

View

Opens the recurring bill detail.

Turn off

If the recurring bill is active, this deactivates the bill.

Success and Failed

Opens the execution log for the recurring bill, showing the results of recurring bill generation.

Delete (Checkbox)

Selects the recurring bill. Select Delete to complete the action.

Vendor

The source of the bill. You can either select from the pick list or enter the name of the vendor for the bill.

Contract description

Use this field to enter optional information about a contract. This information does not appear on the bill.

Frequency

The billing interval set in the recurring bill schedule, in the Repeats field. Values include Days, Weeks, Months, End of month, and Years.

Txn amount

The total amount of the transaction, in the transaction currency.

Transaction currency

The currency selected for the transaction.

Bill amount

The amount of the transaction in the base currency.

Next execution date

The next date on which Intacct is scheduled to generate the recurring bill.

Transactions created

The total number of bills generated from this recurring bill template.

Schedule

Provides a Turn off link to set the recurring bill status to Inactive.

Inactive recurring bills do not appear in the list by default. Select Include inactive to view them.

Last result

The result of the most recent attempt to generate the scheduled bill. Select the link to open the Execution log and view details.

• Success: The recurring bill was successfully created.
• In transit: Execution is in progress.
• Failure: An error occurred and the bill was not created.

Export

Export the Execution log using one of the following file formats:

• CSV
• Excel
• Word
• PDF

View

View the scheduler log for this action.

Log date

Date and time when the action was logged.

Execution date

Date when the recurring bill was executed, whether successfully or unsuccessfully. Date when the recurring invoice was executed, whether successfully or unsuccessfully.

Created by

The initiator of the action, always Intacct Scheduler.

Execution status

The result of the action:

• Success: The recurring bill was successfully created.The recurring invoice was successfully created.
• In transit: Execution is in progress. This status remains in the log after execution completes.
• Failure: An error occurred and the bill was not created.An error occurred and the invoice was not created. Select this status to view the error log.

Delete

Remove the entry from the execution log. This does not impact the recurring bill template or any bills that were already created.This does not impact the recurring invoice template or any invoices that were already created.

Item totals

The total amount included in the bill template.

Transaction total

The total amount of the transaction.

Last execution date

The most recent date when Sage Intacct attempted to generate the recurring bill.

Next execution date

The next date on which Intacct is scheduled to generate the recurring bill.

Execution count

The number of times that recurring bill has been attempted.

Vendor

The source of the bill. You can either select from the pick list or enter the name of the vendor for the bill.

Pay to

This field determines the vendor contact to be paid. Intacct automatically defaults this field from the Pay-to contact field in the vendor record or, if none, from the vendor you selected in this page. You can override the default as required, for example, if the vendor has multiple offices and requests you to send the check to an office other than the one on record.

Return to

This field determines the vendor contact for return of the purchase. Intacct automatically defaults the Return-to contact from the purchasing transaction, which itself defaults from the vendor record. If neither exists, Intacct defaults this field to the vendor you selected on this page.

In most cases, you won't need to override the default. For example, if you’re returning a defective product and the vendor wants you to return it to a location other than the one on record.

If you have an AvaTax integration, this field is mandatory in determining the tax to be paid on the purchase.

Bill sequence number

If Accounts Payable is configured to require bill numbers, choose a numbering sequence to generate bill numbers automatically for recurring bills. Each recurrence of the bill receives an incremented number from the defined sequence type. This number prints on the remittance stub, but not on the check itself.

Reference number

This is a number such as a purchase order or account number that might be useful in searches or reports on this bill. This number shows on the GL Details report and prints on the check and vendor stubs.

Contract description

Use this field to enter optional information about a contract. This information does not appear on the bill.

Description

Enter information that you want stored with this bill. This information appears on the Vendor Ledger report, but does not print on the check or remittance stub.

If you're subscribed to Vendor Payments powered by CSI, the following special characters are not supported: ^[^<>{}\]\[]*

Contract ID

For a recurring bill that's the result of an on-going contract, this identifies the contract.

Contact tax group

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the contact tax group to which the Pay-to contact belongs. If the Pay-to contact hasn't been associated with a contact tax group, the field is blank.

Learn more about entering taxable transactions.

Tax ID

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the tax ID for the Pay-to contact. If the Pay-to contact doesn't have a tax number specified, the field is blank.

Learn more about entering taxable transactions.

Transaction has tax implications

This field only appears for companies that are enabled for multiple tax jurisdictions in the Taxes application. It appears at the top-level only.

Select this checkbox to add taxes for this transaction. Then select your Tax solution.

Learn more about entering taxable transactions.

Tax solution

This field only appears if Transaction has tax implications is selected.

Select the tax solution you want to use to calculate and capture taxes on this transaction.

Learn more about entering taxable transactions.

Term

The term to calculate due date, discounts, and penalties associated with this bill. If your vendor has a default AP term defined on their vendor record, that value defaults here.

Attachment

To reference an attached document, you must first load the scanned image, spreadsheet, or word-processor document. You can provide permanent, safe storage of attachments by uploading them to your company. Learn more about who can add attachments.

Status

Shows whether the recurring bill is actively running on schedule.

• Active: The bill schedule is set to run on the schedule you defined within the template.
• Inactive: The bill schedule is suspended. Sage Intacct will not generate recurring bills until the bill schedule is activated again.
• In transit: Execution of the recurring bill run is in progress.

Inclusive taxes

This field only applies to companies subscribed to the Taxes application.

Select the checkbox if the amount you'll enter for each line item already includes tax.

The Amount field will be read-only, and you'll enter the amount for each line item in the Transaction total field.

Learn more about entering taxable transactions.

Transaction currency

If your company uses multi-currency transactions, you can select the currency for this bill. To add a currency to your system, see Transaction Currencies.

Exchange rate type

If your company uses custom exchange rate types, the Exchange Rate Type dropdown list contains choices for them, where one might also be a default. For example, your company could have Monthly, Weekly and Spot rate types along with their various exchange rates. Alternatively, if your company hasn’t defined any custom exchange rate types, use the Intacct Daily Rate.

Exchange rate

(Multi-currency companies) You can override the default exchange rate. For example, if the administrator hasn't yet entered the rate for today, rather than letting Intacct default to the last rate entered, you can enter it directly into this field.

Show/Hide defaults

Optional. Select default values to autofill each line item. The system displays these default values for every existing and new line item. You can manually override default values on line items, as needed.

Account/Account label

Select the appropriate account for assigning the expense.

1099

If this vendor is set up with a 1099 default form and box, the 1099 checkbox appears and by default is selected; otherwise it's unavailable.

If Accounts Payable is configured to Enable 1099 flag override, you can select or deselect line items for inclusion of 1099 treatment.

If Accounts Payable is configured to Enable 1099 form and box override, you can change the form and box to be used per line item.

At the end of the year, the total of the amounts for payment line items are summed and appear on the appropriate box of the Form 1099.

Amount

Enter the actual amount of the transaction for this item in the base currency of your company.

Transaction amount and Base amount

If your company is enabled for multi-currency, Transaction amount and Base amount appear instead of Amount.

• Transaction amount. The amount you enter in the currency set for this bill.
• Base amount. The amount in the base currency of your company. This is a read-only field that's automatically calculated, using the exchange rate in the header.

For example, if your base currency is USD and you enter a line item for 100 Euro in Transaction amount, then you see 110 USD as the Base amount (assuming a 1.10 exchange rate from Euro to USD).

Billable

Select this checkbox if the item will be billed to the customer. Later, when you generate invoices in the Projects application, the line item will appear as an Accounts Payable expense for the customer.

To mark a line item as billable to the customer:

1. Make sure that a Project, Customer, and Item are specified for the line item.

   Based on the Project you select, the Customer is prefilled.

2. Select the Billable checkbox.

Department

Where multiple departments exist, set the department to which you want to assign the expense.

Location

Where multiple locations exist, set the location to which you want to assign the expense.

If your organization is set up with multiple base currencies among the entities, Location is required.

Memo

Enter a memo to appear on the check stub. When you go to print the check, make sure to select Check Stub Details.

Allocation

Transaction allocations allow you to select an allocation template that specifies automatic distribution of amounts in the Items section. You can also set transaction allocations for individual items. This item only displays if you have enabled allocation in bill entry.

Multiple taxes on line

This field only applies to companies subscribed to the Taxes application.

Select to enter a line item where you need to apply multiple taxes, such as to partially reclaim input tax or enter a reverse charge. Learn more about entering a reverse charge.

This checkbox appears in the following circumstances:

• The tax solution is United Kingdom VAT.
• The tax solution is Australia GST or custom VAT, and the option for Multiple taxes per line is selected for the tax solution (Tax solution information page). Additional setup of tax details, tax schedules, and tax schedule maps may also be required.

Tax detail

This field only applies to companies subscribed to the Taxes application.

Select the appropriate tax category for the line item. The system applies the percent rate that is defined for the tax detail to calculate the amount of tax. If you assigned a default tax schedule to the contact, the applicable tax details fill in automatically after you enter the transaction amount.

Learn more about entering taxable transactions.

Rate

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the percent tax to apply for the line item. The percent tax is based on the selected tax detail.

Transaction tax

This field only applies to companies subscribed to the Taxes application.

The amount of tax calculated for the line item, which is based on the tax detail you select.

• If Inclusive taxes isn't selected in the header, the calculation is: Amount * Rate
• If Inclusive taxes is selected in the header, the calculation is: (Transaction total/(1 + Rate)) * Rate

If your company is enabled for multi-currency, the amount is in the transaction currency you set for the transaction.

Transaction total

This field only applies to companies subscribed to the Taxes application.

The total amount of the transaction for the line item, including tax:

• If Inclusive taxes isn't selected in the header, the field is read-only and its calculation is: Amount + Transaction tax
• If Inclusive taxes is selected in the header, enter the amount of the transaction for the line, including tax, in this field. The system calculates the Transaction tax and Amount, based on the tax detail you select.

If your company is enabled for multi-currency, the amount is in the transaction currency you set for the transaction.

Base total and Base tax amount

This field only applies to companies subscribed to the Taxes application.

If your company is enabled for multi-currency, these read-only fields appear:

• Base total: the Transaction total in the base currency of your company.
• Base tax amount: the Transaction tax in the base currency of your company.

Show summary

Select this button to display a summary of the total tax for all the line items in the transaction, grouped by tax detail.

Description

The description of each tax detail selected for the line items in the Entries section.

Percent

The percent tax that is defined for the tax detail.

Transaction tax total

The total amount of tax applied to the transaction for this tax detail.

If your company is enabled for multi-currency, the amount is the currency you set for the transaction.

Base tax total

If your company is enabled for multi-currency, the Transaction tax total field in the base currency of your company.

Start date

The date you want the bill to start. Start date is editable until the first instance of the recurring bill is run.

Next execution date

The date on which the next recurring bill will be executed. You can edit this date for existing recurring bills. If you are creating a new recurring bill, Next execution date is not applicable.

Repeats

Select the regular interval when you want the recurring bill to repeat, then enter the number of intervals into the Every field. For example, if you select Months and then enter 3, the schedule will run every 3 months.

You can select an interval of Days, Weeks, Months, End of month, or Years.

Ends

To keep the bill running perpetually, select Never. Otherwise, select a fixed number of bills to be created or enter a specific date when you want the recurring bill to expire.